Stop Losing Hours to Manual Freight Invoice Processing Automate It All with Custom AI
Reclaim 15-20 hours per week from tedious AP tasks, slashing processing costs by 40% and boosting your bottom line in a high-volume freight operation.
Join 250+ businesses with streamlined freight billing
The "Freight Billing" Problem
Manual data entry for multi-leg intermodal hauls eats up 15-20 hours of dispatcher time per week
Invoice discrepancies from fluctuating carrier spot rates and accessorials cause 25% of payment disputes with third-party brokers
Delayed approvals for cross-dock and transload operations tie up $500K+ in working capital monthly
Tracking fuel surcharges, detention fees, and accessorials in reefer shipments leads to overlooked fees averaging $2K per load
Month-end reconciliation of fragmented LTL shipment BOLs overwhelms accounting teams with 1,000+ line items
Multiple EDI logins for carrier portals create integration headaches with TMS and ERP systems
Our Custom AI Invoice Automation – Built for Freight Efficiency
With over a decade in logistics AI, we've streamlined billing for 150+ freight firms, delivering enterprise-grade systems that handle the chaos of variable rates and high-volume loads.
Why Choose Us
At AIQ Labs, we engineer bespoke AI solutions tailored to your freight workflow. No off-the-shelf templates – just production-ready automation that ingests invoices from TMS platforms, validates against load manifests, and routes approvals via your exact hierarchy. It's like having an AI dispatcher who never sleeps, catching errors before they derail your operations. We integrate deeply with your ERP and carrier APIs, creating a unified system that owns your data, not rents it from fragmented tools.
What Makes Us Different:
Quantifiable Gains for Your Freight Operation
Slash Processing Time by 75%
Slash Processing Time by 75%: Freight teams waste 20 hours weekly on manual invoice reviews for FTL loads. Our custom AI handles OCR data capture from scanned BOLs and validates against rate confirmations in seconds, freeing dispatchers for dynamic route optimization via GPS integration. Expect a 3-6 month ROI through direct labor savings – that's $50K+ annually for a mid-sized carrier handling 200+ loads monthly.
Boost Cash Flow with Faster Approvals
Boost Cash Flow with Faster Approvals: In logistics, delayed payments strain relationships with owner-operators. Automate approvals for FTL and LTL invoices using rule-based workflows, reducing cycle times from 10 days to under 48 hours. Industry benchmarks from TMC show this unlocks 15% better payment terms with carriers, improving your DPO by 20 points and freeing up $300K in quarterly capital.
Minimize Errors and Disputes
Minimize Errors and Disputes: Rate fluctuations and add-ons like lumper fees or demurrage spark 30% of freight disputes in intermodal operations. Our AI cross-references invoices against master carrier contracts, ELDs, and GPS logs, cutting error rates to below 2%. This proven approach has saved clients $100K+ in avoided chargebacks per year for high-volume drayage fleets.
What Clients Say
"Before AIQ, our AP team spent Fridays chasing invoice mismatches from intermodal drayage loads – it was total chaos with mismatched BOLs. Now, the system auto-flags discrepancies via EDI integration with our TMS, saving us about 18 hours a week on 300+ weekly invoices. Cash flow's smoother, and our owner-operator carriers are happier with 98% on-time payments."
Mike Harlan
Controller, Midwest Freight Haulers
"We handle 500+ LTL invoices monthly from multi-stop palletized shipments, and manual entry into our ERP was killing productivity. AIQ built a custom flow that pulls data directly from carrier EDI portals and validates against our contracted linehaul rates – errors dropped 65% in the first quarter, with zero disputes on accessorials. It's like upgrading from a clunky old straight truck to a streamlined fleet of automated side-loaders."
Sarah Kline
Operations Director, Eastern Logistics Partners
"As a regional reefer carrier, tracking fluctuating fuel surcharges and temp excursion accessorials was a nightmare across 150 weekly loads. Their AI automation caught discrepancies we missed in carrier rate sheets, recovering $15K in overpayments last year alone through automated audits. Implementation took just six weeks with minimal TMS disruption, and it's scaled perfectly with our 20% YoY growth in produce hauls."
Tom Reyes
Finance Manager, Pacific Freight Solutions
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your freight operations – from load tendering to final settlement – to map pain points like carrier invoicing delays. This ensures our solution fits your exact routes and systems.
Custom AI Build and Integration
Our engineers code tailored AI models that process invoices, integrate with your TMS and accounting software, and automate approvals. We test rigorously to handle peak-season volumes without a hitch.
Deployment and Optimization
Go live with full training for your team. We monitor performance, tweaking for metrics like invoice throughput, and provide ongoing support to keep your freight billing humming efficiently.
Why We're Different
What's Included
Common Questions
How does this handle variable freight rates from different carriers?
Our custom AI is trained on your historical data to recognize patterns in spot rates, fuel surcharges, and accessorials like liftgates or hazmat fees. It cross-references incoming invoices against your master rate cards and recent load tenders, flagging variances instantly. For a mid-sized freight company processing 300 invoices monthly, this reduces disputes by 50-70%, saving hours of manual review. We build it to adapt as market rates fluctuate, integrating directly with your TMS for real-time accuracy – no more chasing carriers for clarifications.
What integrations are possible with our existing logistics software?
We specialize in deep, two-way integrations with popular TMS platforms like Oracle Transportation Management, SAP TM, or even legacy systems common in trucking. For invoice automation, we connect to your ERP (QuickBooks, NetSuite) to pull vendor details and push validated payments. In one project for a regional hauler, we linked their McLeod TMS to automate 90% of data flow, eliminating duplicate entry. It's all custom-coded for reliability, ensuring your freight workflow stays seamless even during system upgrades or carrier changes.
How long does implementation take for a freight company like ours?
Typically 6-8 weeks for a full deployment, depending on your current setup complexity. We start with a one-week discovery to map your invoice lifecycle – from receipt at the dock to final payment. Then, 4-5 weeks for building and testing the AI models, followed by a phased rollout with your team. A recent client, handling intermodal shipments, went live in under two months and saw immediate 15-hour weekly savings. We minimize disruption by piloting on a subset of routes first, scaling as confidence builds.
Can this scale with our growing freight volumes?
Absolutely – our solutions are engineered for scalability, using cloud-native architectures that handle spikes like holiday surges without performance dips. For example, we designed a system for a carrier doubling their loads yearly; it processes 1,000+ invoices daily now, with sub-second response times. Unlike rigid SaaS tools, our custom build grows with you, adding features like predictive dispute resolution as your operation expands. Benchmarks show it maintains 99.9% uptime, keeping your AP flowing even during peak cross-border hauls.
What about data security for sensitive freight documents?
Security is paramount in logistics, where invoices contain proprietary route data and contract terms. We use enterprise-grade encryption (AES-256) for all data in transit and at rest, with role-based access controls tailored to your team's hierarchy. Compliant with standards like SOC 2 and GDPR, our owned systems ensure you control your data – no third-party vendors holding your freight intel. In a project for a sensitive hazmat transporter, we implemented audit logs that tracked every access, reducing breach risks to near zero while automating approvals securely.
How do we measure ROI from this invoice automation?
We track tangible metrics like time saved per invoice (target: 80% reduction), error rates (aim for under 5%), and payment cycle speed (goal: 50% faster). For freight firms, this often translates to $30K-$100K annual savings in labor and disputes. Post-launch, we provide custom dashboards showing ROI progress – one client hit 4x return in year one through recovered overpayments on detention fees. It's all benchmarked against industry averages from Deloitte logistics reports, ensuring your investment delivers clear, quantifiable efficiency gains.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.