Stop Losing Hours to Manual Invoice Processing Automate Your Freight Billing with AI Precision
Trucking firms using manual invoicing waste up to 25 hours per week on data entry alone, leading to delayed payments and cash flow bottlenecks. Our custom AI solutions deliver 70% faster invoice cycles and $50K+ annual savings in administrative costs.
Join 150+ businesses with streamlined freight operations
The "Invoice Delays" Problem
Manual data entry from digital freight bills and scanned paper documents frequently results in errors for load weights, axle configurations, and calculated mileage between origin and destination points
Delayed approvals for cross-dock invoices, especially during peak harvest or holiday seasons, lead to cash flow bottlenecks that delay carrier settlements and fuel reimbursements
Tracking disputed linehaul rates and negotiated spot rates from shippers consumes valuable dispatcher time, diverting focus from load planning and real-time ETAs
Manual reconciliation of fluctuating fuel surcharges (FSC) and accessorial charges like tolls or scale fees often results in overpayments to carriers by 5-10% per invoice
Paper-based matching of Bills of Lading (BOL) to driver logs and PODs significantly slows month-end freight settlements with carriers, extending cycles by 15-20 days
Inconsistent invoicing for backhaul loads, such as return trips from drop-off points, leads to missed revenue from underbilled deadhead miles and empty equipment utilization
Our Custom AI Invoice Automation for Trucking
With over a decade of experience optimizing logistics workflows, AIQ Labs has helped trucking companies reclaim thousands of hours lost to inefficient billing processes.
Why Choose Us
We build tailored AI systems that integrate directly with your TMS and accounting software, automating the entire invoice lifecycle from bill of lading capture to payment dispatch. No more sifting through scanned documents or chasing approvals—our solution uses intelligent OCR and rule-based matching to handle variable freight rates, detention fees, and lumper charges with enterprise-grade accuracy. Like upgrading from a clunky old rig to a fleet of autonomous trucks, we streamline your operations for maximum efficiency. Proven to reduce processing times by 80%, our custom builds ensure seamless scalability as your routes expand.
What Makes Us Different:
Unlock Time Savings and ROI in Your Trucking Operations
Slash Weekly Processing Hours by 20+
Slash Weekly Processing Hours by 20+: Dispatchers and billing admins spend less time on manual entry of HOS-compliant logs and rate confirmations, freeing up bandwidth for dynamic route optimization and proactive customer ETAs. Industry benchmarks from ATA reports show trucking firms gain a 4x productivity boost, translating to $100K+ in annual labor savings for mid-sized fleets handling 500+ weekly loads.
Achieve 6-Month ROI Through Faster Payments
Achieve 6-Month ROI Through Faster Payments: Accelerate invoice cycles from 45 days to under 10 by automating carrier rate validations and FSC adjustments, improving cash flow for timely fuel purchases and truck maintenance. Our clients in the LTL sector report a 35% reduction in DSO, directly boosting working capital by $250K annually without increasing overhead.
Boost Efficiency with Error-Free Billing
Boost Efficiency with Error-Free Billing: Eliminate costly mistakes in accessorial billing for items like lumper fees, layover charges, or chassis usage, ensuring 99% accuracy via AI-driven POD matching. This leads to 40% fewer rate disputes and higher driver satisfaction scores, with fleets seeing a 25% drop in administrative rework and $50K in recovered overpayments yearly.
What Clients Say
"Before AIQ Labs, our team was buried under stacks of freight invoices every week—chasing PODs and BOLs for a single Midwest reefer run could take half a day amid fluctuating fuel costs. Their custom system now auto-matches everything to our TMS like McLeod, and we've cut our billing errors by 60% in just three months. Cash flow's smoother for peak-season expansions, and drivers get paid faster without detention disputes."
Mike Reynolds
Operations Manager, Horizon Freight Lines
"We handle 200+ flatbed loads weekly across the Southeast, and manual invoicing was killing our margins with constant disputes on spot rates and accessorials like tarps. AIQ built us a workflow that flags discrepancies on detention and lumper fees right away via ELD integration. Saved us about 15 hours a week on reconciliations, and our ROI hit in four months—no more juggling multiple SaaS tools for carrier portals."
Sarah Chen
CFO, Apex Trucking Co.
"Integrated their AI directly with QuickBooks and our ELD system from Samsara for seamless HOS and mileage data. No more double-entry for axle-weight-based billing on oversized loads. In the first quarter after go-live, we reduced overpayments by $12K on fuel surcharges alone and sped up carrier settlements from 30 to 7 days. It's like having an extra dispatcher focused solely on accuracy during our busiest construction hauls."
Tom Vargas
Fleet Director, Swift Haul Logistics
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current invoicing process, from load tendering to payment, identifying bottlenecks like manual BOL verification. This ensures our solution fits your exact routes and carrier network.
Custom AI Build and Integration
Our engineers develop and deploy the AI system, connecting it to your TMS, ERP, and document scanners for seamless data flow. Testing covers real scenarios like variable hazmat surcharges.
Deployment, Training, and Optimization
We roll out the solution with hands-on training for your team, then monitor performance to refine rules for emerging needs, like new DOT regulations, ensuring long-term efficiency gains.
Why We're Different
What's Included
Common Questions
How does your invoice automation handle variable freight rates in trucking?
Our AI system is trained on your historical rate sheets and contracts to automatically match and validate rates for each load, whether it's flatbed, reefer, or dry van. For instance, it cross-references mileage from ELD data against agreed-upon lane rates, flagging any discrepancies before approval. This reduces disputes by 75%, based on our trucking clients' benchmarks. We customize the logic to your specific carrier agreements, ensuring accuracy even for spot market volatility. Setup involves mapping your rate structures during discovery, and the system learns from ongoing data to improve over time, typically achieving 98% match rates within the first month.
What integrations do you support for trucking TMS and accounting software?
We integrate deeply with popular trucking tools like McLeod, TMW, and Samsara for TMS, pulling in load details, PODs, and telematics data automatically. For accounting, connections to QuickBooks, Xero, or Oracle ensure invoices flow directly into your AP/AR ledgers without manual re-entry. Our two-way API architecture handles updates in real-time, such as syncing payment statuses back to your dispatch board. Unlike superficial plugins, our builds are production-grade, tested for high-volume fleets processing thousands of invoices monthly. If you use a niche system, we engineer custom connectors to maintain your workflow integrity.
How much time can we expect to save on invoice processing?
Trucking companies typically save 20-30 hours per week per admin, depending on fleet size. For a mid-sized operation with 100 trucks, that's shifting from 40-hour manual cycles to under 10 hours of oversight. Our AI handles 90% of routine tasks like data capture and matching, allowing teams to focus on high-value work like carrier negotiations. Clients see ROI in 3-6 months through reduced labor and fewer errors— one fleet reported $45K in savings from eliminating overtime during peak seasons. We provide pre-implementation audits to project your exact gains based on current volumes.
Is the solution compliant with trucking regulations like FMCSA?
Absolutely, our systems are built with compliance in mind, incorporating rules for FMCSA record-keeping, IFTA fuel tax reporting, and state-specific invoicing mandates. The AI validates invoices against regulatory requirements, such as proper documentation for hazmat loads or hours-of-service impacts on detention billing. We embed audit trails for every transaction, making it easy to retrieve records during DOT audits. For international cross-border hauls, it handles customs forms integration too. Our team stays updated on changes, like recent e-invoicing pilots, ensuring your setup remains audit-ready without extra effort.
What if our invoicing involves international or specialized freight?
We tailor the AI to accommodate complex scenarios, including international shipments with currency conversions, customs duties, and Incoterms validation. For specialized freight like oversized loads or refrigerated goods, the system processes unique fields such as temperature logs or permit fees automatically. Drawing from our logistics expertise, we configure custom modules—for example, auto-calculating demurrage for port delays. Testing includes your real manifests, ensuring 99% accuracy. Post-launch, we optimize based on feedback, helping firms like yours manage global routes without expanding staff.
How do you ensure data security for sensitive trucking invoices?
Security is paramount in logistics, so we use enterprise-grade encryption for all data in transit and at rest, compliant with SOC 2 and GDPR standards. Access controls limit views to role-based permissions, such as dispatchers seeing only load-specific invoices. Our custom builds avoid third-party cloud dependencies that create vulnerabilities, hosting on your preferred secure infrastructure. Regular penetration testing and audit logs protect against breaches, especially for sensitive info like driver SSNs or carrier contracts. Trucking clients appreciate this, as it aligns with FMCSA's data protection guidelines, giving peace of mind amid rising cyber threats in supply chains.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.