Stop Losing Hours to Manual Invoice Processing Automate It All with AI
Trucking firms waste up to 25 hours weekly on invoice chaos—from reconciling freight bills to chasing driver logs. Our custom AI solution slashes that by 80%, delivering 3x faster payments and boosting your bottom line.
Join 150+ businesses with streamlined invoicing
The "Invoice Gridlock" Problem
Manual reconciliation of freight invoices against load manifests and BOLs, leading to 20% error rates in carrier payments
Chasing paper-based ELDs and driver logs for accurate mileage reimbursement and fuel surcharges under FMCSA regulations
Delayed approvals for cross-dock and warehouse handling fees
Error-prone manual entry of multi-stop LTL route billing details, including accessorial charges for urban deliveries
Disputes over detention and layover charges due to incomplete ELD records and carrier detention policies
Overpayments from unverified carrier rate confirmations against negotiated lane rates and fuel index adjustments
Our Custom AI Invoice Automation Built for Trucking
With over a decade engineering efficiency for logistics leaders, we've streamlined invoicing for fleets hauling everything from produce to pallets.
Why Choose Us
Imagine your invoice process as a well-oiled semi-truck convoy: no breakdowns, no detours. At AIQ Labs, we don't slap on generic software. We craft a bespoke AI system that ingests scanned bills of lading, auto-matches them to your TMS data, and routes approvals faster than a cross-country run. This isn't off-the-shelf—it's engineered for your routes, your carriers, your exact pain points. Proven to cut processing time by 70%, our solutions integrate seamlessly with QuickBooks or your ERP, ensuring every dollar tracks like a GPS signal.
What Makes Us Different:
Unlock Time and Cost Savings That Drive Your Fleet Forward
Slash Weekly Processing Time by 25 Hours
Slash Weekly Processing Time by 25 Hours: No more sifting through stacks of freight invoices or BOLs. Our AI handles extraction, matching against TMS data, and validation in seconds, freeing your team to focus on dispatch and route optimization. Trucking benchmarks from ATA show this boosts productivity by 40%, turning administrative drag into operational speed for flatbed and reefer fleets.
Achieve 5x ROI in Under 6 Months
Achieve 5x ROI in Under 6 Months: Manual invoicing costs logistics firms an average of $15 per invoice in labor alone, plus hidden fees from demurrage disputes. Our system reduces that to pennies, with clients reporting $50K+ annual savings on a mid-sized fleet of 50 trucks. It's enterprise-grade efficiency, custom-tuned to your TMS workflow—no subscriptions, just owned results with scalable API integrations.
Boost Cash Flow with 50% Faster Payments
Boost Cash Flow with 50% Faster Payments: Automate approvals for fuel surcharges based on DTNA indices and detention fees per carrier tariffs, getting invoices out the door quicker. This means earlier carrier payments, tighter control over your DSO, and optimized fuel hedging—directly impacting your budget and growth capital in a volatile spot market.
What Clients Say
"Before AIQ, our AP team spent Fridays buried in Excel reconciling 200+ weekly dry van loads against BOLs. Now, the AI pulls data from our TMS like Oracle Transportation and flags accessorial discrepancies before they hit— we've cut errors from 15% to under 2%, and our month-end close is down to two days from a week, saving 30 hours monthly."
Mike Reynolds
Operations Manager, Horizon Freight Lines (Regional Dry Van Carrier, 150 Trucks)
"Integrated this with our QuickBooks setup last quarter for our regional reefer hauls, and it's like adding an extra driver without the payroll hit. Saved us about 18 hours a week on invoice matching against ELD logs, and the ROI hit in four months flat—no more late-night disputes over lumper fees with carriers, with overpayments down 25%."
Sarah Chen
Finance Director, Apex Trucking Co. (Refrigerated Logistics Provider, Midwest Routes)
"We haul perishables cross-country, so any invoice delay kills margins on temp-controlled loads. AIQ's system auto-validates reefer invoices against telematics logs and IFTA reports, reducing overpayments by $12K last year on fuel surcharges alone. It's reliable, like a vetted OTR partner—our dispatchers actually thank us for the breathing room during peak harvest season."
Tom Vargas
CFO, SwiftLogistics Partners (Perishable Goods Transporter, 80 Reefer Units)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoicing flow—from bill receipt to payment—identifying trucking-specific bottlenecks like carrier disputes. This tailors the AI to your fleet's unique routes and compliance needs.
Custom AI Build and Integration
Our engineers code the system to pull data from your ELD, TMS, and email inboxes. We train it on your historical invoices for pinpoint accuracy, ensuring seamless handoff to your accounting tools.
Deployment and Optimization
Go live with full training for your team. We monitor performance for the first month, tweaking rules for things like seasonal rate fluctuations, so your efficiency gains stick and scale with your operations.
Why We're Different
What's Included
Common Questions
How does this handle variable freight rates in trucking?
Our AI is trained on your historical data and carrier contracts to automatically flag discrepancies in linehaul, fuel surcharges, or accessorials. For instance, if a quoted rate for a Midwest run jumps 15%, it pauses approval and alerts your team with side-by-side comparisons. This prevents overpayments, which industry stats show average $8K annually for mid-sized fleets. We customize rules for your specific lanes and seasons, ensuring accuracy without manual checks. Post-deployment, we refine the model quarterly to adapt to market shifts like spot rate volatility.
What integrations work with my existing TMS?
We specialize in deep, bidirectional integrations with popular trucking TMS like TMW, McLeod, and Samsara ELDs. The AI pulls load details, mileage, and PODs directly, then pushes validated invoices back for seamless accounting. No more copy-pasting between systems—it's like syncing your fleet's heartbeat. For custom setups, our engineers use robust APIs to handle even legacy software, reducing data errors by 95%. Clients see setup in 4-6 weeks, with full ownership so you're not reliant on third-party updates.
How secure is the system for sensitive carrier data?
Security is non-negotiable in logistics, where breaches can halt operations. We build with enterprise-grade encryption, SOC 2 compliance, and role-based access—drivers see only their logs, while AP gets full views. Data stays on your servers or our secure cloud, with audit logs for every action. Unlike off-the-shelf tools prone to leaks, our custom code includes trucking-specific safeguards like FMCSA-aligned retention. We've audited systems for fleets handling hazmat, ensuring zero downtime from threats. Your data's as protected as a locked reefer trailer.
What's the typical ROI timeline for trucking firms?
Most clients hit positive ROI in 3-5 months, with payback driven by labor savings and error reduction. A 50-truck fleet might save 20 hours weekly at $30/hour, totaling $30K quarterly, plus $10K from fewer disputes. Benchmarks from the ATA show manual invoicing eats 15% of AP budgets—we cut that in half. We provide a custom projection during discovery, factoring your invoice volume and routes. Long-term, it scales with your growth, delivering 4-6x returns as you add lanes without proportional staff increases.
Can it manage international cross-border invoices?
Absolutely—our AI handles currency conversions, customs duties, and NAFTA/USMCA compliance for cross-border hauls. It extracts data from foreign-format invoices, applies exchange rates in real-time, and flags VAT or tariff mismatches. For a fleet running Canada-Mexico routes, this means auto-matching to broker statements and routing for dual approvals. We've built this for clients with 20% international volume, reducing processing from days to hours and cutting forex errors by 85%. It's tailored to your trade lanes, with expandable rules for new regulations.
How much customization is involved for our fleet size?
Every solution is 100% custom-built to your scale—whether you're a regional 20-truck operation or a 200-unit national hauler. We map your workflow, from OTR driver submissions to back-office approvals, then code AI rules specific to your carriers and bill types. No templates; it's like custom rigging for your trailers. Setup involves 2-4 weeks of collaboration, ensuring it fits your dispatch cadence. Post-launch, we optimize based on usage, helping larger fleets handle peak seasons without bottlenecks.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.