Stop Losing Hours to Manual Invoice Reconciliation After Every Delivery Run Automate It All with Custom AI Precision
Last-mile operations lose 15-20 hours per week on invoice processing alone, according to logistics benchmarks—time better spent optimizing routes than chasing paperwork.
Join 250+ businesses with streamlined logistics workflows
The "Invoice Chaos" Problem
Endless Manual Matching of PODs and BOLs to Supplier Invoices in Last-Mile Delivery Networks
Delayed Driver Settlements Due to Manual Verification of ELD-Logged Fuel and DOT-Compliant Maintenance Receipts
Route-Specific Expense Tracking Errors in GPS-Tracked Multi-Stop Deliveries Leading to Overpayments on Tolls and Fuel
COD Collection Discrepancies from Multi-Endpoint LTL Shipments and Cross-Dock Operations
Warehouse-to-Line-Haul Vehicle Invoice Disparities Causing Inventory Write-Offs in 3PL Distribution Centers
Peak Season Overload in Processing Holiday Surge Invoices for High-Volume E-Commerce Fulfillment Routes
Custom-Built AI Invoice Automation: Engineered for Your Last-Mile Realities
With over a decade architecting logistics systems, we've helped delivery fleets slash processing times by 75%—delivering enterprise-grade solutions that scale with your routes.
Why Choose Us
In the high-stakes world of last-mile delivery, every minute counts. Our custom AI invoice automation isn't a one-size-fits-all tool; it's a tailored engine that ingests your delivery manifests, supplier bills, and driver logs in real-time. Think of it as your fleet's invisible co-pilot: scanning OCR-captured receipts from van-mounted scanners, cross-referencing against GPS-tracked routes, and flagging discrepancies before they derail your cash flow. We build this directly into your existing TMS and ERP, eliminating the subscription sprawl. No more frantic end-of-shift reconciliations. Just seamless, accurate automation that keeps your operations humming like a well-oiled delivery network.
What Makes Us Different:
Quantifiable Gains That Drive Your Bottom Line
Slash Processing Time by 18 Hours Per Week
Slash Processing Time by 18 Hours Per Week: Manual invoice handling in last-mile fleets, including POD reconciliation against TMS data, chews up schedules. Our system automates it with OCR and AI matching, freeing dispatchers to focus on dynamic route optimization via real-time traffic feeds. Industry benchmarks from the American Trucking Associations show a 70% ROI in the first quarter, with mid-sized fleets reporting $45,000 annual savings per 50-driver team through reduced overtime and faster load planning.
Boost Cash Flow with 35% Faster Payments
Boost Cash Flow with 35% Faster Payments: Delays in verifying ELD-captured fuel receipts or COD forms from multi-stop runs tie up capital. We accelerate approvals via AI-driven anomaly detection, ensuring drivers receive weekly settlements on time and carriers maintain FMCSA compliance. This cuts Days Payable Outstanding (DPO) from 45 to 29 days, injecting $150,000 in quarterly liquidity for proactive fleet maintenance and equipment upgrades.
Eliminate 95% of Billing Errors in Multi-Stop Routes
Eliminate 95% of Billing Errors in Multi-Stop Routes: Misaligned invoices from varying delivery endpoints, such as hub-and-spoke networks, lead to disputes and FMCSA audit risks. Our custom AI cross-checks against real-time telematics and GPS data from integrated IoT sensors, preventing overpayments on variable expenses like surcharges. Clients in parcel delivery report a direct 22% drop in operational costs within six months, turning potential losses into predictable profits through accurate cost-per-mile tracking.
What Clients Say
"Before AIQ Labs, our team was buried under stacks of driver ELD reports and toll receipts every Friday—reconciling fuel surcharges and maintenance for 120 LTL routes took the whole weekend and often triggered DOT compliance flags. Now, it's automated overnight with seamless TMS integration. We've saved 12 hours a week, caught $8,000 in duplicate vendor charges last quarter, and improved our on-time delivery rate by 15%."
Marcus Hale
Director of Fleet Operations, SwiftRoute Logistics (a 200-truck regional carrier)
"Implementing their custom invoice automation was a game-changer during the Black Friday rush last November. Invoices for 500+ last-mile drops, including COD from e-commerce returns, used to backlog for days in our WMS, delaying driver bonuses and inflating labor costs. Post-automation with AI flagging, everything processes in under two hours, our error rate dropped from 15% to 0.2%, and we hit ROI in the first month with $25,000 in recovered overpayments."
Lena Torres
Finance Manager, UrbanLink Logistics (specializing in urban parcel distribution)
"We handle e-commerce returns with COD across 300 multi-stop routes daily, and mismatches were killing us—lost $15K last year on unverified collections due to discrepancies in cross-dock handoffs. AIQ's AI now flags issues instantly via our TMS and telematics integration, like an extra accountant auditing every load. Cash flow's up 28% year-over-year, with zero audit findings in our latest FMCSA review—no exaggeration."
Raj Patel
Chief Financial Officer, MetroFreight Solutions (a 3PL provider for Midwest freight)
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your last-mile specifics: analyzing current invoice flows from dispatch to accounting, identifying bottlenecks like route-based variances. This ensures our build aligns perfectly with your daily grind.
Custom AI Design and Integration
Our engineers craft a bespoke system, training AI on your data for accurate extraction and validation. We integrate deeply with your TMS, ERP, and telematics—creating a unified hub without disrupting operations.
Testing, Deployment, and Optimization
Rigorous testing on sample routes precedes live rollout. Post-launch, we monitor performance, tweaking for peak efficiency—like adjusting for seasonal surges—delivering ongoing support for sustained gains.
Why We're Different
What's Included
Common Questions
How does your invoice automation handle varying invoice formats from different carriers?
In last-mile delivery, suppliers send everything from digital PDFs to paper scans. Our custom AI is trained on your specific data, using advanced OCR and machine learning to extract key details like amounts, dates, and line items regardless of format. We map these to your internal codes, achieving 98% accuracy out of the gate. For edge cases, like handwritten toll receipts, the system flags for quick human review. This setup has helped fleets process 30% more invoices daily without added staff, directly tying into your TMS for route-specific matching.
What kind of time savings can we expect in our weekly reconciliation process?
Last-mile teams typically spend 15-25 hours weekly on manual reconciliations, per industry reports from firms like McKinsey. Our automation cuts that to under 3 hours by automating data entry, validation, and approvals. For a 50-driver operation, that's 1,000+ hours saved annually—equivalent to hiring a full-time clerk for $50,000 less. We customize to your workflow, integrating with tools like Route4Me or Samsara, so savings compound as your volume grows. Clients report hitting positive ROI within 8-10 weeks.
Is this solution secure for handling sensitive delivery and payment data?
Absolutely—logistics data is a prime target. We build with enterprise-grade security: end-to-end encryption, role-based access, and compliance with SOC 2 and GDPR standards tailored for transport regs like FMCSA. Your invoice data stays in a fortified, private cloud instance we co-design. Unlike off-the-shelf tools, our custom code includes audit logs for every transaction, helping you pass carrier audits effortlessly. We've secured systems for fleets handling high-value e-commerce shipments without a single breach.
How do you integrate this with our existing TMS and accounting software?
Integration is our core strength. We start by mapping your current stack—say, integrating with Descartes TMS for route data and Xero for accounting. Our engineers create two-way APIs that pull delivery proofs in real-time and push validated invoices directly to your ledger. No more CSV exports or manual uploads. This unified flow reduces errors by 90%, and we test rigorously to ensure zero downtime during rollout. For a recent client with Oracle ERP, we synced everything in under four weeks, streamlining their entire AP cycle.
Can this scale if our delivery volume doubles during peak seasons?
Yes, our systems are built to handle surges—like holiday rushes that spike last-mile invoices by 200%. Using scalable cloud architecture with auto-provisioning, the AI processes thousands of documents per hour without lag. We include predictive scaling based on your historical data, so it ramps up proactively. A client with Amazon-dependent routes went from 300 to 900 daily invoices seamlessly, maintaining 99.9% uptime and saving an extra 5 hours weekly on overflow manual work.
What's the implementation timeline for a mid-sized last-mile fleet?
For a 20-100 vehicle operation, we deliver a fully functional system in 6-8 weeks. Week 1-2: Deep dive into your processes. Weeks 3-5: Build and integrate the AI core. Weeks 6-7: Testing on live subsets of your routes. Week 8: Go-live with training. This phased approach minimizes disruption—your team sees quick wins early. Unlike generic tools taking months, our custom focus gets you ROI faster, with one fleet operational in under a month after initial scoping.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.