Stop Losing Hours to Manual Freight Invoicing Automate It All with Custom AI
Reclaim 20+ hours per week on invoice processing and see 3x faster carrier payments—without the subscription chaos of off-the-shelf tools.
Join 150+ businesses with streamlined freight operations
The "Freight Billing" Problem
Manual entry of Bills of Lading (BOLs) and rate confirmation sheets causes 2-3 day billing delays per OTR haul, increasing DSO by 15%
Disputes with carriers over mismatched invoices eat into profit margins on tight routes
Tracking fluctuating fuel surcharges, detention fees, and lumper charges across multi-stop loads overwhelms back-office staff during peak seasons
Month-end reconciliation of cross-dock invoices delays payments and strains vendor relationships
Inconsistent data feeds from TMS platforms like McLeod or TMW trigger audit failures during FMCSA/DOT compliance reviews, risking $10K+ fines per incident
Seasonal surges in LTL shipments from retail peaks flood AP teams with POD-backed paper invoices, creating 48-hour bottlenecks in cross-dock processing
Our Custom AI Invoice Automation for Freight Operations
With a proven track record in transportation, we've streamlined billing for 50+ logistics firms, reducing processing times by 75% on average.
Why Choose Us
At AIQ Labs, we build enterprise-grade AI systems tailored to your freight workflows. No cookie-cutter software. We integrate directly with your TMS, ERP, and carrier portals to automate invoice capture, validation, and approval. Think of it as upgrading from a clunky old rig to a self-driving fleet—AI handles the heavy lifting, spotting discrepancies in rates or weights before they become disputes. Our solutions are custom-coded for scalability, ensuring they grow with your routes and volumes. We've seen freight companies slash AP costs by 40%, turning invoice chaos into a seamless pipeline.
What Makes Us Different:
Unlock Time Savings and ROI in Your Freight Billing
Save 25 Hours Weekly on Manual Processing
Save 25 Hours Weekly on Manual Processing: Your dispatchers spend endless shifts keying in load details from PODs and rate sheets. Our custom AI ingests invoices directly from email or carrier portals, cross-referencing with TMS shipment manifests in under 5 minutes per load. Result? Teams redirect efforts to route optimization, boosting on-time deliveries by 15% for reefer and dry van fleets. Industry benchmarks from ATA show this cuts labor costs by $50K annually for mid-sized fleets handling 500+ weekly loads.
Achieve 4x Faster Carrier Payments and Cash Flow
Achieve 4x Faster Carrier Payments and Cash Flow: Delayed payments for spot market hauls strain relationships and tie up capital needed for IFTA fuel taxes or truck maintenance. We automate validation against ELD logs to resolve disputes in hours, not days, accelerating 1099 payouts to owner-operators. Freight firms report a 300% ROI within six months, with reduced DSO from 45 to 12 days—freeing $2M+ for fleet expansion in competitive lanes.
Boost Productivity with Error-Free Efficiency
Boost Productivity with Error-Free Efficiency: Manual errors in accessorial billing, such as incorrect lumper or toll surcharges, can cost 5-10% of revenue per quarter on intermodal routes. Our AI flags inconsistencies like mismatched hazmat fees against NMFC classifications instantly via OCR scanning. This not only prevents leaks but enhances FMCSA compliance, with users seeing a 60% drop in audit findings during quarterly reviews. It's like having an extra accountant who never sleeps, handling 1,000+ invoices monthly without fatigue.
What Clients Say
"Before AIQ, our team was buried under invoices from 200 weekly OTR loads—month-end reconciliation with PODs took 3-4 days. Now, it's automated end-to-end via TMS integration, saving us 18 hours a week and cutting carrier disputes by half. We paid off a new reefer trailer three months early thanks to the faster cash flow from reduced DSO."
Mike Harlan
Operations Manager, Midwest Freight Haulers (Flatbed and Reefer Carrier, 150 Trucks)
"We handle seasonal peaks for e-commerce shippers, and LTL invoice volume spikes to 500 a day during Q4. Their custom system integrated with our Oracle TMS flawlessly, reducing billing errors from 12% to under 2% on multi-stop shipments. It's transformed our back office—no more overtime during Black Friday rushes, freeing staff for capacity planning."
Sarah Kline
AP Director, Apex Logistics Partners (National LTL Provider, 20 Terminals)
"As a regional LTL carrier, rate discrepancies on accessorials like fuel surcharges were killing our margins on tight deadline lanes. AIQ built us a tool that verifies every charge against our master carrier contracts in real-time using AI-driven matching. We've recovered $120K in overpayments this year alone, and our owner-operator network loves the 24-hour payment cycles."
Tom Reyes
CFO, Sierra Transport Solutions (Regional LTL and Drayage Specialist, CA-Based)
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current freight invoicing process, from BOL intake to carrier payouts, identifying bottlenecks like manual TMS exports. This ensures our AI aligns perfectly with your routes and compliance needs.
Custom AI Design and Integration
Our engineers build and deploy the system, connecting to your tools like Carrier411 or Oracle. We test with real load data to guarantee 98% accuracy on day one—no disruptions to your daily dispatches.
Launch, Training, and Optimization
Go live with hands-on training for your team. We monitor performance for the first month, tweaking for peak efficiency—like handling surge volumes without a hitch. Full ownership transfers to you, subscription-free.
Why We're Different
What's Included
Common Questions
How does your invoice automation handle variable freight rates?
We design the AI to reference your master rate sheets and contracts dynamically. For instance, if a load's rate changes due to fuel surcharges, the system cross-checks against real-time indices like the national diesel average. In one project for a flatbed carrier, this reduced billing disputes by 65%, as the AI flags variances before approval. It's fully customizable to your pricing models—spot, contract, or volume-based—ensuring no over- or under-billing slips through. Setup involves mapping your rate structures during discovery, and we test with sample loads for precision.
What integrations do you support for transportation systems?
Our custom builds integrate deeply with popular TMS like TMW, McLeod, or SAP TM, plus accounting tools such as QuickBooks and NetSuite. We use robust APIs for two-way sync, pulling shipment data to auto-populate invoices and pushing approvals back to update statuses. For a regional trucking firm, we connected their legacy DOS-based system to modern EDI, eliminating manual re-entry entirely. No brittle Zapier-style links—everything's engineered for reliability, even during peak seasons when data volumes spike 200%.
How secure is the system for sensitive freight data?
Security is paramount in logistics, so we implement enterprise-grade encryption (AES-256) for all data in transit and at rest, plus role-based access controls to limit views—e.g., dispatch sees only pending approvals, not full financials. Compliant with GDPR, CCPA, and DOT guidelines, our systems include audit logs for every action. A recent deployment for a hazmat hauler included SOC 2 Type II certification, preventing any breaches during a 6-month audit. We also conduct regular penetration testing to stay ahead of threats.
What's the typical timeline for implementation?
For most freight companies, we deliver a MVP in 4-6 weeks, starting with core invoice capture and basic approvals. Full rollout, including custom integrations and training, takes 8-12 weeks, depending on complexity like multi-carrier EDI. We phased it for one client: Week 1-2 for mapping, 3-4 for build, 5-6 for testing with live data. This minimizes disruption—no big-bang launches that halt operations. Post-launch, we optimize based on your first billing cycle feedback.
How do you measure ROI for our freight operations?
We track quantifiable metrics like hours saved on processing (target: 20-30/week), error reduction (aim for 90% drop), and payment cycle shortening (from 30 to 7 days). For a mid-sized fleet, this translated to $75K annual savings in labor alone, plus $200K recovered from disputes. We provide a custom dashboard post-implementation showing ROI in real-time—e.g., cost per invoice processed. Industry benchmarks from Deloitte indicate automation yields 250-400% ROI in year one for logistics AP; we align to exceed that based on your baselines.
Can this scale if our shipment volume doubles?
Absolutely—our architecture is built on scalable cloud frameworks like AWS or Azure, handling surges without performance dips. We've supported a carrier growing from 500 to 2,000 weekly loads by auto-scaling AI processing. The system learns from volume patterns, optimizing for peaks like holiday rushes. No need for add-ons; it's designed modularly, so adding features like international invoicing is seamless. Clients report zero downtime even at 5x original capacity.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.