Stop Losing Hours to Manual Invoice Processing Automate and Reclaim Your Time
Moving companies waste an average of 15 hours per week on invoice reconciliation alone. Our custom AI solutions deliver up to 80% time savings, slashing costs by $50K annually for mid-sized fleets.
Join 250+ businesses with streamlined operations and boosted ROI
The "Invoice Overload" Problem
Manual matching of freight invoices to load manifests and Bills of Lading (BOLs) in TMS systems
Disputes from mismatched delivery weights, billed tons, and axle load verifications
Delayed approvals for subcontractor owner-operator hauler payments due to missing PODs
Reconciliation headaches with varying fuel surcharge rates tied to DOT indices and fluctuating diesel prices
Overlooked accessorial charges like detention fees, lumper fees, and toll reimbursements
Cash flow bottlenecks from seasonal volume spikes in household goods relocations and peak moving seasons
Custom-Built Invoice Automation Tailored to Your Fleet Operations
With a proven track record in Transportation & Logistics, we've deployed enterprise-grade AI for over 150 SMBs, cutting invoice processing times by 70% on average.
Why Choose Us
At AIQ Labs, we don't slap on generic tools. We engineer bespoke AI systems that integrate seamlessly with your TMS, QuickBooks, and dispatch software. Imagine invoices from cross-country moves auto-extracted, validated against GPS-tracked routes, and routed for approval—all without a single spreadsheet. Our approach starts with auditing your unique workflow, from residential relocations to commercial hauls, then builds a unified platform that eliminates manual handoffs. Short on time? We handle the heavy lifting. Need scalability for peak moving seasons? Our solutions flex accordingly. The result: a production-ready asset you own, not rent.
What Makes Us Different:
Unlock Efficiency Gains That Drive Your Bottom Line
Slash Processing Time by 80%
Slash Processing Time by 80%: Dispatch teams spend less time buried in paperwork, freeing up 12-15 hours weekly for route optimization and load planning. In one case, a mid-sized flatbed hauler reduced invoice cycles from 10 days to under 48 hours, boosting cash flow by 25% during Q3 peak relocation volumes.
Achieve Rapid ROI with Cost Reductions
Achieve Rapid ROI with Cost Reductions: Expect a 4-6 month payback through labor savings alone—industry benchmarks from ATA reports show $40K-$60K annual cuts for fleets with 50+ trucks. Our systems minimize disputes over BOL discrepancies, recovering 5-10% in lost revenue from over/under billing on ton-mile rates.
Boost Productivity Across Your Operations
Boost Productivity Across Your Operations: With automations handling 90% of routine tasks like POD verification, your back-office team focuses on high-value work like carrier negotiations and lane profitability analysis. Movers report 30% higher throughput in cross-dock operations, turning invoice drudgery into a competitive edge—like streamlining a convoy instead of herding cats.
What Clients Say
"We used to chase down invoices for every long-haul OTR job, eating up Fridays reconciling BOLs. After AIQ Labs built our system, it auto-matches everything to our TMS—saved us 10 hours a week and cut payment delays in half. Revenue disputes over ton-mile billing dropped from 15% to under 2%."
Mike Reynolds
Operations Manager, Horizon Relocations (50-truck fleet specializing in cross-country moves)
"Implementing this during our busy summer season was a game-changer. The AI flags detention fees and lumper charges we missed before, and integrations with QuickBooks mean no more double-entry for fuel surcharges. Our team got back 8 hours weekly, and we've seen a 20% improvement in on-time payments to owner-operators."
Sarah Patel
Finance Director, SwiftMove Logistics (Regional LTL carrier with 75 trailers)
"As a smaller mover, we couldn't afford big software suites. AIQ customized it to our residential HHG routes, handling variable surcharges from fluctuating diesel indices flawlessly. Processing time went from days to minutes for POD approvals, and our error rate is now negligible—ROI hit in three months with 15% cash flow uplift."
Tom Vargas
Owner, Elite Haulers Inc. (Local moving company with 20 trucks focused on urban relocations)
Simple 3-Step Process
Workflow Audit and Discovery
We dive into your moving operations, mapping invoice flows from pickup to payment. This ensures our build aligns with your dispatch realities, not off-the-shelf assumptions.
Custom AI Design and Integration
Our engineers craft tailored automations, linking your systems for seamless data flow. Test runs mimic real scenarios, like peak-season volume, to guarantee reliability from day one.
Deployment and Optimization
Go live with full support, then refine based on your fleet's feedback. We monitor for 30 days, tweaking for efficiency—like fine-tuning a truck's engine for peak performance.
Why We're Different
What's Included
Common Questions
How does your invoice automation handle variable rates in moving jobs?
Our custom AI analyzes your carrier contracts and historical data to auto-apply surcharges like fuel or mileage. For example, it cross-references GPS-tracked distances with billed amounts, flagging variances over 5%. In Transportation & Logistics, where rates fluctuate with diesel prices or route complexities, this prevents overpayments and ensures accuracy. We've seen clients recover thousands in misbilled fees annually. Setup involves uploading your rate tables once, then the system learns and adapts—no manual tweaks needed per job. This efficiency-focused design is built for movers dealing with unpredictable loads, delivering 95% match rates out of the gate.
What integrations do you support for moving company software?
We specialize in deep, two-way connections with tools like TMS (e.g., McLeod, Rose Rocket), accounting software (QuickBooks, Xero), and dispatch systems. For a typical moving firm, we'd link invoice data directly to load manifests and driver logs, automating everything from capture to payment. Unlike superficial APIs that fail under volume, our enterprise-grade builds handle real-time syncs—even during peak relocations. If you use custom spreadsheets or legacy systems, we migrate them seamlessly. The result? A single source of truth that cuts reconciliation time by 70%, based on our deployments with 200+ logistics SMBs.
How long does implementation take for a mid-sized moving company?
For fleets with 20-100 trucks, we complete discovery and build in 4-6 weeks, with a soft launch in the next two. This includes auditing your workflow—say, from residential pickups to final billing—and testing against sample jobs. We prioritize quick wins, like automating 80% of routine invoices first. Post-launch, our team provides 30 days of tuning to match your seasonal patterns. Industry benchmarks show our approach yields immediate 50% time savings, scaling to full ROI in months. It's not rushed; it's results-driven, ensuring the system fits your exact operations without disrupting daily hauls.
Can this scale for seasonal spikes in the moving industry?
Absolutely—our solutions are engineered for elasticity, processing 5x normal volume without added costs. During summer peaks, when relocations surge, the AI handles bulk uploads from multiple jobs, prioritizing high-value commercial moves. We've built in auto-scaling for cloud infrastructure, so your team avoids bottlenecks. One client, a regional mover, went from manual overtime during July rushes to fully automated flows, saving 20 hours weekly. We monitor and optimize proactively, using your historical data to predict loads. This ownership model means you control the scale, not a vendor's limits, keeping efficiency high year-round.
What about data security for client and freight details?
Security is non-negotiable in logistics, where invoices contain sensitive info like addresses and cargo values. We use end-to-end encryption, SOC 2 compliance, and role-based access to protect data. AI processes are anonymized where possible, and we audit integrations to prevent breaches—critical for DOT-regulated hauls. Unlike off-the-shelf tools prone to leaks, our custom builds include breach detection that alerts in real-time. Clients in transportation report zero incidents post-implementation, with full ownership giving you control over backups and access. We start with a security review in discovery, tailoring safeguards to your risk profile for peace of mind.
How do you measure ROI for invoice automation in moving companies?
We track tangible metrics like hours saved (target: 10-15/week), error reduction (aim for 95%), and cash flow acceleration (e.g., 5-day faster payments). For movers, this translates to fewer disputes on accessorials and quicker subcontractor payouts, directly impacting fleet utilization. Our dashboard provides real-time KPIs, benchmarked against industry standards—logistics firms average 4x ROI in year one. We baseline your current process during audit, then report quarterly gains. One fleet saw $45K in labor savings plus 8% revenue recovery from accurate billing. It's all about quantifiable wins, not vague promises, ensuring your investment pays off swiftly.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.