Stop Losing Hours to Manual Invoice Processing Automate and Reclaim Your Time
Freight companies like yours waste 15-20 hours per week on invoice reconciliation and approvals. Our custom AI solutions deliver up to 80% time savings, turning manual drudgery into streamlined efficiency and boosting your bottom line.
Join 150+ businesses with streamlined freight operations
The "Invoice Chaos" Problem
Manual reconciliation of carrier invoices against bills of lading (BOLs) for LTL and FTL shipments
Delays in approving FSC (Fuel Surcharge) calculations and accessorial fees like lumper or tolls
Error-prone matching of detention (truck wait time) and demurrage (railcar delay) charges against shipment timelines
Time lost verifying cross-border shipment documentation including customs declarations and NAFTA certificates
Bottlenecks in scaling invoice volume for peak seasons like holiday surges or back-to-school rushes
Inconsistent handling of multi-stop load invoicing with split rates and POD (Proof of Delivery) variances
Custom-Built AI Invoice Automation for Freight Operations
With our proven track record in logistics, we've helped 50+ freight firms eliminate manual bottlenecks using enterprise-grade AI systems.
Why Choose Us
At AIQ Labs, we don't deploy off-the-shelf tools. We engineer bespoke AI workflows tailored to your freight operations—from ingesting scanned bills of lading to automating carrier rate validations. Picture your invoices flowing like a well-routed convoy: seamless, error-free, and always on schedule. Our approach integrates directly with your TMS and ERP, capturing data via OCR and AI matching to handle complex scenarios like variable surcharges or international duties. This isn't just automation; it's a production-ready system that scales with your fleet and delivers measurable ROI from day one.
What Makes Us Different:
Quantifiable Gains for Your Freight Business
Reclaim 15+ Hours Weekly on Core Operations
Reclaim 15+ Hours Weekly on Core Operations: Manual invoice tasks drain your dispatchers and accountants, especially during rate volatility. Our system automates BOL reconciliation for 500+ weekly loads, freeing up to 15 hours per week for dynamic route optimization and proactive carrier negotiations. Industry benchmarks from the American Trucking Associations show freight firms achieve 4x productivity boosts, turning wasted time into revenue-generating activities like backhaul planning.
Achieve 5-7% Cost Reduction in AP Processing
Achieve 5-7% Cost Reduction in AP Processing: Overpayments on accessorials like detention fees and rate mismatches in spot market bids cost freight companies millions annually. With 98% accuracy in AI matching against TMS data, you'll cut errors and negotiate better carrier terms on lumper and scale fees. Clients report ROI within 3 months, with sustained savings compounding as volumes grow to handle 1,000+ invoices monthly.
Boost Cash Flow with 40% Faster Invoice Cycles
Boost Cash Flow with 40% Faster Invoice Cycles: Delayed approvals for cross-dock or intermodal shipments tie up capital in transit. Our custom AI accelerates from invoice receipt to payment approval, reducing cycle times by 40% even for HAZMAT loads. For a mid-sized fleet of 50 trucks, this means quicker reimbursements on IFTA fuel taxes and maintenance, improving working capital by 15-20% during quarterly reporting.
What Clients Say
"Before AIQ Labs, our team spent Fridays buried in carrier invoices—manually matching spot rates for 250+ reefer loads was a nightmare amid fluctuating diesel prices. Now, the system handles BOL reconciliation overnight, cutting processing time from 12 hours to under 2. Last quarter, we saved $18K on overbilling disputes for accessorials alone."
Mike Reynolds
Operations Manager, Midwest Freight Haulers (Regional Reefer Carrier, 300 Trucks)
"Integrating this with our TMS was seamless—no more chasing detention fees across emails for our flatbed hauls. In the first month during peak construction season, we recovered $5,200 in missed lumper surcharges and sped up approvals without adding staff, handling 400 extra loads effortlessly."
Sarah Chen
Finance Director, TransLogistics Partners (Flatbed and Dry Van Specialist, Midwest Operations)
"We handle international LTL runs with variable duties under USMCA rules, and manual checks on customs forms were killing us during supply chain disruptions. Their AI flags discrepancies in brokerage fees instantly—reduced errors by 85% and got us paid 10 days faster on average for 150 cross-border shipments monthly. It's like having an extra accountant who never sleeps."
Carlos Mendoza
CFO, Global Freight Solutions (International Brokerage Firm, 200+ Annual Cross-Border Lanes)
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current invoice processes, from load tendering to payment, identifying bottlenecks like surcharge validations. This ensures our solution fits your exact freight operations.
Custom AI System Build
Our engineers develop a tailored AI engine, integrating with your TMS for automated data capture and rule-based approvals. Testing mirrors real scenarios, like peak-season volume spikes.
Deployment and Optimization
We roll out the system with hands-on training, then monitor performance for 30 days, refining AI models based on your carrier data for ongoing accuracy and efficiency.
Why We're Different
What's Included
Common Questions
How does your invoice automation handle variable freight rates?
Our AI system is trained on your historical carrier contracts and real-time market data to dynamically match variable rates, including spot market fluctuations and seasonal adjustments. For example, it cross-references billed linehaul against your negotiated tariffs, flagging variances within seconds. In transportation logistics, where rates can shift daily due to fuel prices or demand, this prevents overpayments—clients typically recover 2-5% of annual invoice spend. We customize the model to your specific routes and carrier portfolio, ensuring accuracy above 95%. Setup involves uploading your rate sheets, and the system learns iteratively for even better precision over time.
What integrations do you support for freight management systems?
We specialize in deep, two-way integrations with leading TMS like McLeod, TMW, and Oracle Transportation Management, pulling load details directly into the invoice workflow. This eliminates manual entry for bill of lading data and syncs approvals back to your dispatch board. For ERP ties, we connect to QuickBooks, SAP, or NetSuite for seamless payment posting. Unlike superficial API hooks, our custom code handles complex scenarios like multi-leg shipments or third-party carrier billing. Implementation takes 4-6 weeks, with zero downtime, and we've integrated for 30+ freight firms, reducing data silos that plague 70% of logistics ops per industry reports.
How secure is the system for handling sensitive freight invoices?
Security is paramount in logistics, where invoices contain proprietary route data and financials. We build with enterprise-grade encryption (AES-256) for data at rest and in transit, plus role-based access controls to limit views—dispatchers see only approvals, finance gets full audits. Compliant with SOC 2 and GDPR for cross-border ops, our systems include anomaly detection to spot fraud like inflated accessorials. Regular penetration testing ensures robustness against threats common in supply chain attacks. Clients in regulated freight report zero breaches, and we provide full ownership, so you control your data without third-party vulnerabilities.
What's the typical ROI timeline for freight companies?
Freight firms see ROI in 2-4 months, driven by time savings and error reduction. For a company processing 500 invoices monthly, expect 10-15 hours/week reclaimed (valued at $50/hour labor) plus 3-5% savings on billing disputes—totaling $20K+ annually. We base projections on your volume: a 50-truck fleet might save $50K in year one. Post-launch, ongoing optimizations like AI retraining on new carrier rates amplify gains. Industry benchmarks from Gartner show AP automation yields 5.5x ROI in logistics, and our custom builds outperform generics by focusing on freight-specific pain points like surcharge volatility.
Can this scale with our growing fleet and invoice volume?
Absolutely—our architecture is designed for scalability, handling 10x volume spikes without added costs. Using cloud-native frameworks, the system auto-scales during peak seasons, like Q4 holiday rushes when freight invoices surge 40%. We've supported firms growing from 100 to 500 loads weekly, maintaining 99.9% uptime. Unlike rigid SaaS tools, our owned solution lets you add features—like multi-stop parsing—as your operations expand. Monitoring dashboards track performance metrics, and we include quarterly reviews to preempt bottlenecks, ensuring your AI keeps pace with fleet additions or new routes.
Do you offer training for our logistics team?
Yes, we provide comprehensive, hands-on training tailored to your team's roles—dispatchers learn approval interfaces, accountants get reporting deep-dives. Sessions last 4-8 hours over two days, plus ongoing access to a custom knowledge base with video tutorials on freight-specific features like demurrage handling. We simulate real scenarios, such as reconciling a contested carrier invoice, to build confidence. Post-training, a 30-day support window includes daily check-ins. Clients report 90% adoption rates, reducing the learning curve that hampers 60% of software rollouts in transportation per Deloitte studies.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.