Stop Losing Hours to Manual Invoice Chaos Automate Your AP Process and Reclaim 25+ Hours Weekly
In the high-stakes world of last-mile delivery, where margins are razor-thin and routes must run like clockwork, manual invoice processing drains your team's focus from what matters: getting packages to doorsteps on time. Our custom AI solution slashes processing time by 85%, delivering an ROI of 4x in the first year by eliminating errors in carrier billing and POD verification.
Join 150+ logistics firms with streamlined operations and 30% faster month-end closes
The "Invoice Overload" Problem
Sifting through thousands of carrier invoices post-peak e-commerce delivery surges, often involving variable surcharges for LTL shipments
Manual matching of electronic proof-of-delivery (ePOD) documents to IFTA-compliant fuel receipts and FASTag toll logs
Delayed approvals causing cash flow hiccups in tight delivery windows
Error-prone manual data entry for variable route costs, such as demurrage fees and accessorial charges on drayage operations
Fragmented tracking of vendor invoices across disparate TMS platforms like Oracle TMS and SAP TM, leading to siloed visibility
Month-end scrambles reconciling last-mile expenses, including driver per diem and ELD-mandated logs, with carrier rate confirmations
Our Custom AI Invoice Automation Built for Last-Mile Precision
With over a decade engineering solutions for logistics leaders, we've streamlined AP for firms handling 10,000+ daily deliveries.
Why Choose Us
Picture your invoice process as a congested urban route: bottlenecks everywhere, drivers idling, fuel wasted. We clear the lanes with AIQ Labs' tailored automation. We integrate directly with your TMS, accounting software, and carrier APIs to capture, validate, and route invoices intelligently. No more sifting through PDFs or chasing approvals via email. Our system uses OCR and machine learning to extract data from PODs, match against routes, and flag discrepancies—like a GPS that anticipates traffic before it hits. Built from scratch for your workflows, it scales with your fleet size and seasonal demands, ensuring enterprise-grade reliability without the subscription sprawl.
What Makes Us Different:
Unlock Quantifiable Gains That Drive Your Bottom Line
Reclaim 25+ Hours Per Week on Manual Tasks
Reclaim 25+ Hours Per Week on Manual Tasks: Your accounts payable team spends endless shifts verifying carrier bills against TMS-generated route manifests and BOLs. Our automation uses OCR and AI to handle data extraction and auto-matching of PODs to invoices, freeing 25 hours weekly for strategic carrier sourcing. Clients report 40% faster invoice turnaround within 90 days—time redirected to optimizing last-mile efficiency, reducing dwell times by 20% amid rising e-commerce demands.
Achieve 4x ROI Through Cost Reductions
Achieve 4x ROI Through Cost Reductions: Manual errors inflate AP costs by 5-10% in logistics, per Deloitte benchmarks, often from unverified accessorials like lumper fees. We eliminate overpayments on fuel surcharges, detention charges, and tolls via real-time validation, delivering 4x ROI in year one. For a mid-sized 3PL fleet with 50 trucks, that's $150K saved annually on variable route costs, recalibrating cash flow for fleet expansions without the drag of unchecked vendor discrepancies in intermodal shipments.
Boost Overall Efficiency by 35%
Boost Overall Efficiency by 35%: In last-mile operations, every delayed invoice ripples to HOS-compliant payroll and FMCSA regulatory filings. Our system accelerates approvals by 70% using workflow automation, shrinking month-end close from 10 days to 2. This efficiency gain cascades: dispatchers focus on real-time routing via GPS integration, not paperwork, leading to 15% fewer delivery exceptions, 10% lower OT costs, and happier drivers with faster reimbursements.
What Clients Say
"Before AIQ, our team was buried under 500 weekly invoices from regional LTL carriers—matching ePODs to fuel surcharges alone took two full days during holiday peaks. Now, it's fully automated with AI validation, cutting errors by 80% and saving us $40K last quarter on overbilled drayage routes. It's like having an extra logistics accountant who never sleeps."
Maria Gonzalez
Operations Manager, SwiftDeliver Logistics (Regional LTL Provider)
"We handle urban last-mile for e-commerce giants like Amazon, and invoice chaos from tolls and accessorials was killing our margins. AIQ integrated seamlessly into our Manhattan Associates TMS, flagging a $12K discrepancy in FASTag toll fees within the first two weeks of launch. Batch processing time dropped from 15 hours to under 2—absolute game-changer for our scaling fleet of 200 electric vans."
Raj Patel
Finance Director, MetroHaul Express (Urban E-Commerce 3PL)
"Peak season used to mean AP nightmares with seasonal drivers' expense claims for per diem and ELD-logged detours. AIQ's custom solution sorted it all, integrating driver logs with our J.B. Hunt TMS seamlessly in under a month. We've reclaimed 30 hours a week on reconciliations, and our CFO loves the real-time dashboard visibility into route costs—no more surprises at quarter-end audits."
Elena Vasquez
AP Supervisor, UrbanLink Delivery (Last-Mile Courier Network)
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your last-mile operations, mapping invoice flows from carrier submissions to TMS integration. This ensures our build aligns perfectly with your daily routes and vendor ecosystem.
Custom AI Development and Testing
Our engineers code your automation from the ground up, training models on your historical data for accurate POD matching and anomaly detection. Rigorous testing simulates peak delivery volumes.
Deployment and Optimization
We roll out the system with full training, then monitor and tweak for your evolving needs—like handling new carrier APIs—ensuring sustained efficiency gains quarter after quarter.
Why We're Different
What's Included
Common Questions
How does this automation handle variable costs in last-mile routes?
Our AI is trained on your historical data to recognize patterns in variable expenses like dynamic fuel surcharges or urban toll variations. It cross-references invoices against GPS-tracked routes and POD timestamps, flagging anomalies with 95% accuracy. For instance, if a carrier bills for a longer route than logged, the system auto-notifies approvers with evidence. This prevents overpayments common in dense delivery zones, saving clients up to 8% on variable costs annually. We customize the model during onboarding to match your specific metro areas and carrier contracts, ensuring precision without constant tweaks.
What integrations are supported for our existing TMS and accounting software?
We build deep, two-way integrations with popular logistics tools like Descartes, TMW, or SAP TMS, pulling real-time data on routes and deliveries. For accounting, it's seamless with QuickBooks, Xero, or NetSuite—automating invoice imports, approvals, and payments. No brittle APIs here; our custom code handles data syncing bidirectionally, even during high-volume periods. A recent client integrated with Manhattan Associates in under two weeks, reducing data entry errors by 92%. If your setup is unique, we map it during discovery to avoid any workflow disruptions.
How secure is the system for sensitive invoice and driver data?
Security is paramount in logistics, where invoices contain route details and driver info. We use enterprise-grade encryption (AES-256) for data at rest and in transit, compliant with standards like SOC 2 and GDPR. Access controls are role-based—dispatch sees only route-related items, finance gets full AP views. Our system includes audit logs for every action, crucial for carrier disputes or regulatory audits. We've deployed this for firms handling hazmat deliveries, ensuring no breaches in three years. Plus, since it's custom-built on your infrastructure, you own the keys—no third-party risks from shared SaaS platforms.
What's the typical timeline for implementation in a mid-sized fleet?
For a company with 100-200 vehicles, we complete discovery and build in 4-6 weeks, followed by a two-week testing phase with your live data. Full deployment hits within 8 weeks, minimizing downtime. We start with a pilot on one route cluster to validate, then scale fleet-wide. One client, a regional last-mile provider, went live in 45 days and saw immediate 20-hour weekly savings. Post-launch, we provide two weeks of hands-on support to refine, ensuring your team adapts smoothly without slowing deliveries.
Can this scale if our delivery volume doubles during holidays?
Absolutely—our architecture is designed for logistics volatility. Using cloud-agnostic frameworks, it auto-scales to process 10x the invoices without performance dips, handling surges like Black Friday's 5,000+ daily bills. We incorporate queue management to prioritize urgent carrier payments, maintaining sub-hour processing. A e-commerce partner scaled from 2,000 to 8,000 invoices weekly during Q4 with zero added costs or delays. We monitor and optimize quarterly, so as your routes expand, the system grows with you—no costly rebuilds.
How do you measure ROI for our specific operation?
We baseline your current AP metrics—hours spent, error rates, processing costs—during discovery, then track post-implementation via integrated dashboards. Expect 25-30 hours saved weekly, 85% faster cycles, and 5-10% cost reductions on average, per our logistics benchmarks. For last-mile, we tie this to KPIs like cost-per-delivery. A fleet client calculated 3.8x ROI in six months through $25K in recovered overpayments. We provide a customized report at 90 days, adjusting as needed to hit your targets, like optimizing for urban vs. suburban route variances.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.