Stop Losing Hours to Manual Invoice Chaos Automate Your Billing for Faster Cash Flow
In the high-stakes world of last-mile delivery, teams waste up to 25 hours weekly on invoice processing—time better spent optimizing routes and scaling operations. Our custom AI solutions deliver 3x faster invoicing and 40% ROI in the first year.
Join 150+ businesses with streamlined logistics and reclaimed efficiency
The "Invoice Overload" Problem
Manual entry of fuel and mileage invoices from telematics data eats into dispatch planning and ELD compliance
Delayed approvals for carrier payments disrupt supply chain timing and carrier load board availability
Reconciling delivery manifests with invoices uncovers costly discrepancies in proof-of-delivery (POD) records
Paper-based tracking of client billing leads to missed revenue from partial loads and backhauls
End-of-shift invoice rushes for driver settlements overload admins, slowing next-day route optimizations and HOS resets
Inconsistent vendor invoice formats from fuel card providers cause payment delays and strained partnerships with third-party logistics (3PL) networks
Custom-Built Invoice Automation That Fits Your Delivery Workflow
With over a decade engineering solutions for logistics firms, we've streamlined billing for 50+ last-mile operations, reducing processing times from days to minutes.
Why Choose Us
Picture your invoice process as a jammed highway—trucks idling, deliveries stalled. We clear the lanes with AIQ Labs' custom automation, engineered specifically for last-mile delivery. No off-the-shelf templates here; we integrate directly with your TMS, GPS tracking, and accounting systems to capture data from scans, routes, and proofs of delivery. AI extracts details from emails, PDFs, and apps, routes approvals via mobile for drivers on the go, and syncs payments automatically. This isn't just software—it's a tailored engine that accelerates your cash cycle while you focus on what matters: getting packages to doorsteps faster.
What Makes Us Different:
Quantifiable Gains for Your Bottom Line
Reclaim 20+ Hours Weekly on Admin Tasks
Reclaim 20+ Hours Weekly on Admin Tasks: Last-mile teams often lose entire shifts to invoice wrangling for cross-dock operations. Our automation handles OCR data capture from scanned PODs and matches it to telematics logs, slashing manual entry by 75%. That's time redirected to dynamic route planning via TMS software or hiring more drivers, directly boosting on-time delivery rates by 15% and revenue per vehicle mile.
Achieve 35% Faster Cash Flow Cycles
Achieve 35% Faster Cash Flow Cycles: In logistics, delayed payments from shippers or carriers can cripple fuel budgets amid volatile diesel prices. We automate invoicing tied to GPS-verified deliveries and EDI transmissions, ensuring bills go out same-day. Industry benchmarks from the American Trucking Associations show this cuts days sales outstanding by 15-20 days, improving liquidity for fleet expansions and reducing factoring fees by up to 2%.
Drive 25% Cost Reductions in Billing Overhead
Drive 25% Cost Reductions in Billing Overhead: Manual errors in invoice reconciliation for LTL shipments cost delivery firms up to 5% of annual revenue in demurrage fees. Our AI system cross-checks against manifests, contracts, and IFTA fuel tax reports, eliminating overpayments and disputes. Expect a proven ROI of 4:1 within six months, with scalable efficiency as your operation grows to handle more intermodal loads.
What Clients Say
"Before AIQ Labs, our team was buried under stacks of driver logs and carrier bills every Friday—taking 15 hours just to prep for payroll and verify ELD hours. Now, the system auto-pulls mileage from our Samsara telematics and matches it to invoices overnight via EDI. We've cut that time to under two hours, and our cash flow improved enough to add three new box trucks last quarter without dipping into credit lines, increasing our weekly lane capacity by 20%."
Marcus Hale
Fleet Operations Manager, SwiftLink Regional Carriers
"Integrating invoice automation with our TMS like Oracle Transportation Management was a game-changer during Q4 peak season. We used to chase approvals for partial LTL deliveries via email, delaying payments by a week and incurring carrier detention fees. Their custom setup notifies supervisors via mobile app for POD exceptions, and we've seen billing accuracy jump to 98%. No more weekend scrambles, and our 3PL vendors are paid on time, keeping our intermodal partnerships solid without rate hikes."
Elena Torres
Director of Carrier Relations, UrbanHaul Freight Solutions
"As a growing last-mile outfit serving e-commerce hubs, we were hemorrhaging time on mismatched fuel invoices from 50+ drivers using Comdata cards. AIQ built us a system that scans receipts via mobile app and flags outliers against route data from our GPS fleet trackers—saved us $12K in overpayments and IFTA audit penalties last year alone. Implementation took just three weeks with minimal downtime, and it's already paying for itself with a 300% ROI in the first quarter."
Raj Patel
Chief Financial Officer, MetroRush Last-Mile Logistics
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your last-mile operations, auditing current invoice processes from dispatch to payment. This ensures our solution aligns perfectly with your routes, drivers, and client demands—no guesswork.
Custom AI Design and Integration
Our engineers build and connect the automation to your existing tools, training AI on your specific data like delivery proofs and vendor formats for seamless, error-free operation.
Testing, Launch, and Optimization
We run pilots with your team, refine based on real deliveries, then go live. Ongoing support monitors performance, tweaking for peak efficiency as your business scales.
Why We're Different
What's Included
Common Questions
How does invoice automation handle variable costs like fuel surcharges in last-mile delivery?
Our custom AI is trained on your historical data to recognize and categorize variable elements like fuel surcharges, tolls, or weather delays directly from receipts and route logs. It cross-references against GPS data for accuracy, flagging any mismatches for quick review. This eliminates manual calculations that often lead to underbilling or disputes. For a typical last-mile firm with 100 daily routes, this feature alone can save 10-15 hours weekly while ensuring 99% billing precision. We tailor the model during setup to your specific carriers and regions, so it adapts to fluctuating diesel prices or urban vs. rural tolls without ongoing tweaks.
What integrations are possible with our existing TMS or fleet management software?
We specialize in deep, two-way integrations with popular TMS platforms like Descartes or Omnitracs, pulling real-time data on routes, ETAs, and proofs of delivery to auto-generate invoices. For fleet tools like Samsara, we sync telematics for mileage validation. This creates a unified flow—no more exporting CSVs or manual uploads. In one recent project for a regional delivery company, we connected their TMS to QuickBooks in under two weeks, reducing data entry errors by 80%. If your setup is unique, our engineers map it custom, ensuring scalability as you add vehicles or expand territories.
How secure is the system for handling sensitive invoice and payment data?
Security is paramount in logistics, where invoices contain carrier contracts and payment details. We build with enterprise-grade encryption (AES-256) and comply with standards like SOC 2 and GDPR, plus DOT-specific requirements for record-keeping. Access is role-based—drivers see only approvals, admins get full audits. Data is stored in your owned system, not cloud rentals prone to breaches. We've audited similar setups for last-mile clients, preventing issues like the 2022 logistics data leak that cost firms millions. Regular penetration testing and backups ensure uptime during peak seasons, giving you peace of mind while accelerating cash flow.
What's the typical timeline for implementing this for a mid-sized delivery operation?
For a company with 50-200 drivers, we aim for full deployment in 4-6 weeks: Week 1 for discovery and mapping your workflows, Weeks 2-3 for building and integrating the AI, and Weeks 4-6 for testing with live data from sample routes. We start small, automating one hub's invoices to validate, then roll out fleet-wide. A client in urban delivery went live in 35 days, processing 5,000 invoices monthly without disruption. Post-launch, we provide two weeks of hands-on training and monitor for optimizations, ensuring your team hits the ground running without slowing deliveries.
Can this scale if we expand to new regions or add e-commerce clients?
Absolutely—our architecture is designed for growth, handling increased volume from new regions or e-commerce surges without performance dips. The AI learns from expanded data sets, adapting to regional tax rules or client-specific billing formats. For instance, one partner scaled from 10,000 to 25,000 monthly invoices after acquiring a new depot, with zero additional setup time. We include modular features like multi-currency support and API hooks for new TMS integrations, so as your last-mile network grows—say, from city to cross-state—your invoicing evolves seamlessly, maintaining that 70% time savings benchmark.
How do you measure ROI for our specific delivery business?
We calculate ROI using your baseline metrics: pre-automation hours on invoicing, error rates, and days to payment. Post-implementation, we track savings via custom dashboards—e.g., hours reclaimed (target 20+ weekly), cost reductions (25% on admin overhead), and cash flow improvements (35% faster cycles). For last-mile firms, this often translates to $50K-$150K annual savings, depending on scale. We benchmark against industry standards like the 2023 logistics report showing 40% efficiency gains from automation. At month three, we review and adjust, ensuring tangible wins like funding more electric vans from reclaimed budget.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.