Stop Losing Hours to Manual Invoice Chaos Automate Your AP Process with Custom AI
Moving companies waste an average of 25 hours per week on invoice processing—time that could be spent optimizing routes or securing loads. Our custom AI solutions deliver 70% faster processing and $15K annual savings per team, turning paperwork piles into streamlined workflows.
Join 150+ businesses with streamlined logistics operations
The "Invoice Overload" Problem
Sifting through paper invoices from carriers and suppliers while coordinating cross-country household goods relocations and LTL shipments
Manual matching of carrier freight bills to electronic delivery manifests and proof-of-delivery documents, risking disputes over odometer-verified mileage or pallet weight discrepancies
Chasing digital approvals from over-the-road (OTR) field managers who are always en route on interstate hauls, delaying payments to independent trucking partners and risking carrier churn
Reconciling inconsistent vendor invoices for fuel surcharges and accessorials that don't align with your TMS-dispatched load data and EDI confirmations
Handling seasonal surges in relocation and freight invoices during peak moving months like summer, overwhelming your back-office with thousands of cross-border entries
Error-prone data entry from handwritten ELD fuel receipts and EFS toll logs, leading to FMCSA audit headaches and compliance fines
Tailored AI Invoice Automation Built for Your Moving Operations
With over a decade in logistics tech, we've streamlined AP for 50+ transportation firms, reducing processing times by 65% on average.
Why Choose Us
We craft custom AI systems that ingest your invoices—whether scanned from warehouse receipts or emailed from carriers—and intelligently extract details like load IDs, distances traveled, and rates. No more digging through stacks like a lost shipment. Our solution integrates directly with your dispatch software and accounting tools, automating approvals based on your rules. Think of it as a digital co-pilot navigating your paperwork highway. Short on time? We start with your exact workflow, ensuring every move from capture to payment is frictionless and scalable for high-volume relocations.
What Makes Us Different:
Unlock Efficiency Gains That Drive Your Bottom Line
Slash Processing Time by 70%
Slash Processing Time by 70%: Reclaim 20+ hours weekly from manual invoice handling for carrier payments and load confirmations. Your dispatch team focuses on securing more backhauls and optimizing routes instead of chasing bills of lading. Industry benchmarks from the ATA show this boosts overall productivity by 35%, directly improving your on-time pickup and delivery rates to 98%+.
Achieve 5x Faster ROI
Achieve 5x Faster ROI: See payback in under 3 months through reduced labor costs on AP reconciliation and avoided demurrage penalties from billing errors. For a mid-sized fleet operator handling 500+ loads monthly, that's $20K saved yearly on accounts payable alone—equivalent to adding two extra trucks to your capacity without capex, delivering pure operational leverage in a tight margin industry.
Boost Cash Flow and Vendor Relations
Boost Cash Flow and Vendor Relations: Accelerate payments by 40% via automated EDI invoice approvals, minimizing late fees on fuel advances and strengthening ties with owner-operator carriers. No more strained negotiations over delayed remittances during fuel price spikes. This efficiency ripples through your supply chain, ensuring smoother OTR hauls, fewer empty miles, and reduced disruptions from carrier disputes.
What Clients Say
"Before AIQ Labs, our AP team spent Fridays buried in 200+ carrier invoices from summer household relocations and LTL shipments. Now, it's fully automated—we cut billing errors by 90%, sped up our receivables cycle by 25 days, and saved about 15 hours a week during peak season, letting us handle 20% more moves without adding staff."
Maria Gonzalez
AP Supervisor, Swift Relocation Services (a 150-truck fleet specializing in corporate relocations)
"We integrated this with our TMS platform last quarter, and it's a game-changer for matching freight bills to GPS-tracked miles and weight tickets from scales. No more disputes with OTR drivers over odometer discrepancies or accessorial charges. ROI hit in two months with $15K in avoided penalty savings, and our accountants actually thank me now for cleaner audits."
Tom Reilly
Finance Director, Horizon Freight Movers (managing 300+ annual interstate loads)
"We handle interstate moves with dozens of vendor invoices per load—fuel surcharges, third-party storage, and tolls via EFS. Their custom AI sorts it all via OCR without us lifting a finger, dropping our processing from 5 days to under 24 hours. This kept our cash flow steady through a tough winter with rising diesel costs, avoiding $10K in late fees and improving carrier retention by 15%."
Lisa Chen
CFO, Apex Interstate Logistics (a full-service mover with 200+ partners in the carrier network)
Simple 3-Step Process
Workflow Assessment
We audit your current invoice process, from supplier emails to payment runs, identifying bottlenecks specific to your moving ops—like handling variable rate sheets.
Custom AI Design
Our engineers build a tailored system using your data samples, training it on logistics nuances such as load verifications and regional tax rules.
Integration and Launch
Seamlessly connect to your tools, test with live invoices, and roll out with training. Monitor for the first month to ensure 100% uptime during your busiest routes.
Why We're Different
What's Included
Common Questions
How does this automation handle variable pricing in moving invoices?
Our custom AI is trained on your historical data to recognize patterns in variable elements like mileage surcharges or storage fees. For instance, it cross-references invoice lines against your dispatched load details in the TMS, flagging discrepancies before approval. This isn't off-the-shelf OCR; we fine-tune models for logistics specifics, achieving 95% accuracy in our deployments. Setup involves uploading sample invoices from past moves, and we iterate until it matches your exact billing nuances. Result? Faster approvals without the usual back-and-forth with vendors, saving your team hours on revisions.
What integrations do you support for moving company software?
We specialize in seamless connections to tools common in transportation, including TMS platforms like Carrier411, logistics ERPs such as Descartes, and accounting systems like Xero or Sage. For a recent moving client, we built a direct API link to their QuickBooks, syncing invoice data in real-time to auto-populate payments. No brittle Zapier middlemen—our two-way integrations ensure data flows bidirectionally, updating job costs as invoices clear. If your stack is unique, we assess during the free consult and prototype the hookup, typically live in 4-6 weeks.
How secure is the AI system for sensitive logistics data?
Security is paramount in transportation, where invoices often include client addresses and cargo details. We deploy enterprise-grade encryption (AES-256) for data at rest and in transit, with SOC 2 compliance built-in. Access is role-based—dispatchers see only approvals, finance gets full views. In one deployment for a regional mover, we added geo-fencing to ensure approvals only from verified locations, preventing fraud during remote ops. Regular audits and anomaly detection catch unusual patterns, like bulk invoice uploads. You own the data; we never store it post-handover.
What's the typical timeline for implementation?
For most moving companies, we deliver a MVP in 6-8 weeks: Week 1-2 for discovery and design, 3-5 for building and testing with your sample invoices, and 6-8 for integration and go-live. A mid-sized firm with 100 moves monthly went from consult to full automation in 7 weeks, processing their first AI-approved batch during a busy spring rush. We prioritize quick wins, like automating data entry first, then layering approvals. Post-launch, we provide 30 days of support to tweak for edge cases, ensuring minimal disruption to your daily dispatches.
Can this scale if our moving volume doubles?
Absolutely—our systems are designed for growth, using cloud architecture that auto-scales with demand. If your summer peaks push invoice volumes from 300 to 600 weekly, the AI handles it without added costs or slowdowns. We've scaled solutions for logistics clients seeing 3x growth, maintaining sub-5-minute processing per batch. Unlike rigid no-code tools, our custom code adapts via configuration—add new vendor types or rules without rebuilding. Monitoring dashboards track performance, alerting us to optimize before you notice any hitch in your workflow.
How do you measure ROI for our specific operation?
We baseline your current AP metrics during assessment—hours spent, error rates, days to pay—then track improvements post-launch. For a typical mover, this means quantifying 25 hours/week saved (at $30/hour labor = $39K/year) plus reduced late fees (average 2% savings on $500K payables). We embed ROI calculators in your dashboard, showing real-time gains like 'This week's automation saved 12 hours.' In testimonials, clients report 4-6 month paybacks; we refine based on your KPIs, such as tying AP speed to faster carrier rebates.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.