Stop Losing Hours to Manual Invoice Chaos Automate Your AP Process with Custom AI
Trucking firms waste up to 25 hours per week on invoice entry and approvals—our custom automation slashes that by 80%, delivering 3-6 month ROI through error-free processing and faster cash flow.
Join 150+ businesses with streamlined logistics operations
The "Invoice Overload" Problem
Manual data entry delays in calculating fuel surcharges and demurrage fees, leading to $5K+ in avoidable penalties per quarter for LTL carriers
Paper-based invoices from shippers and brokers create disorganized backlogs at dispatch, disrupting load planning and POD reconciliation
Error-prone manual approvals for carrier invoices slow down freight payments, straining relationships with owner-operators and risking service disruptions
Disconnected TMS and accounting systems cause duplicate entries for freight bills, inflating costs in cross-dock and intermodal operations
Month-end reconciliation challenges from unverified BOL load confirmations and rate discrepancies between negotiated contracts and actuals
Cash flow bottlenecks occur as drivers wait on reimbursed per diem and fuel expenses tied to slow invoice matching against trip logs
Our Custom AI Invoice Automation Built for Trucking Realities
With over a decade engineering solutions for logistics leaders, we've streamlined AP for fleets handling everything from regional hauls to cross-country routes.
Why Choose Us
We craft bespoke AI systems that ingest invoices straight from email, portals, or scanned docs—tailored to your TMS like McLeod or Samsara. No off-the-shelf limits. Our automation verifies rates against your master contracts, flags accessorials like lumper fees, and routes approvals via mobile for dispatch managers on the go. Integrated deeply with QuickBooks or your ERP, it schedules payments automatically while maintaining audit trails for DOT compliance. Short on time? We handle the build. Scalable for peak seasons. Proven to cut processing from days to minutes.
What Makes Us Different:
Unlock Efficiency Gains That Drive Your Fleet Forward
Slash Processing Time by 80%
Slash Processing Time by 80%: Imagine dispatchers spending less time on paperwork and more on routing loads via TMS. Our system automates entry for 500+ weekly invoices, saving your team 25 hours—enough to add an extra OTR run per driver without hiring. Industry benchmarks show trucking firms gain 15% more billable miles from reclaimed admin time, directly boosting lane utilization.
Achieve 4x Faster ROI on AP
Achieve 4x Faster ROI on AP: Manual errors cost logistics ops $50K+ yearly in overpayments on accessorials like lumper fees. We eliminate that with precise matching against rate confirmations, delivering payback in 3 months. Fleets report 40% cost reductions on back-office staff, freeing budget for fleet upgrades or fuel hedging—real gains in a tight margin world with volatile diesel prices.
Boost Productivity with Error-Free Approvals
Boost Productivity with Error-Free Approvals: No more chasing signatures across yards or offices for detention claims. Mobile alerts ensure approvals in under 2 hours, keeping carriers happy and your OTD rates above 95%. This isn't just speed—it's a productivity surge that lets your ops team focus on load optimization and backhaul efficiency, not invoice hunts.
What Clients Say
"Before AIQ Labs, our AP team was buried under 300 invoices a week from brokers and carriers—taking four days to process and causing delays in driver settlements tied to PODs. Their custom system integrated with our Epicor ERP and now handles 85% automatically, including auto-matching fuel surcharges. We've cut errors by half and saved about 18 hours weekly; it's like adding a full-time clerk without the payroll hit, letting us handle peak holiday volumes without overtime."
Mike Harlan
Operations Director, Midwest Freight Haulers (a 200-truck regional LTL carrier)
"Invoice mismatches on accessorials like demurrage and layover fees were killing us during harvest season—extra $10K in disputes last year alone across our grain hauls. AIQ built a tailored AI that cross-checks against our rate sheets in real-time via TMS integration. Processing time dropped from a week to same-day, and our cash flow improved enough to negotiate better fuel discounts with suppliers. Solid work from a team that gets trucking pains in ag logistics."
Sarah Lopez
Sarah Lopez
"We run 50 trucks cross-country on reefer loads, and manual invoice entry was a nightmare with all the state-specific tolls, detentions, and temp variances. After implementing their automation, approvals are instant via app, even for cross-border loads, and we've reduced overpayments by 30% on accessorials. It took two months to set up with our McLeod TMS, but the ROI hit in the first quarter—finally, tech that fits our workflow instead of forcing us into it, improving our Canada-Mexico lanes."
Tom Reilly
Fleet Manager, Horizon Logistics (a temperature-controlled carrier with 50 reefers)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice flow—from broker portals to driver logs—identifying bottlenecks like unmatched BOLs. This ensures our build aligns perfectly with your routes and vendors.
Custom AI Development
Our engineers code your system using advanced frameworks, training AI on your historical data for accurate freight rate validation and exception handling—no fragile no-code hacks.
Integration and Launch
We deploy with deep API ties to your TMS and accounting tools, followed by team training. Go-live in weeks, with ongoing tweaks to handle seasonal surges like holiday freight spikes.
Why We're Different
What's Included
Common Questions
How does this automation handle variable freight rates from different brokers?
Our custom AI is trained on your historical contracts and load data to validate rates dynamically. For instance, if a broker invoice shows a $1.50/mile rate but your agreement is $1.75, it flags it for review before approval. We integrate directly with your TMS to pull live quotes, reducing disputes by 75% based on our deployments. Setup involves uploading your rate sheets once, then the system learns and adapts— no manual checks needed for routine loads. This keeps your cash flow steady even with spot market fluctuations.
What if our invoices come in mixed formats, like PDFs from carriers and emails from owner-ops?
We build multi-channel ingestion tailored to trucking chaos: AI parses PDFs, emails, even photos from driver apps. Using advanced OCR and NLP, it extracts key fields like PO numbers, weights, and accessorials regardless of format. In one fleet project, this handled 40% image-based inputs from mobile uploads, cutting entry time from 15 minutes per invoice to seconds. Post-processing includes validation against your master vendor list to catch fakes early. It's all custom-coded to your workflow, ensuring nothing slips through.
Can this integrate with our existing transportation management system?
Absolutely— we specialize in deep, two-way integrations with popular TMS like TMW, McLeod, or Aljex. Your invoices auto-populate load details, matching BOLs to bills for seamless verification. For example, if a load's detention time exceeds your policy, it pauses payment and notifies dispatch. We've connected to over 20 logistics platforms, avoiding the brittle APIs of no-code tools. Implementation takes 4-6 weeks, with zero downtime, and includes testing on your peak data volumes to guarantee scalability.
How secure is the system for sensitive trucking data like driver info or HAZMAT loads?
Security is non-negotiable in logistics. We use enterprise-grade encryption (AES-256) for data at rest and in transit, with SOC 2 compliance built-in. Access is role-based—dispatch sees only approvals, finance gets full audits. For regulated loads, our system anonymizes PII and logs every action for FMCSA reviews. In a recent project for a chemical hauler, we added custom firewalls to isolate HAZMAT invoice flows. Regular penetration testing ensures it withstands threats, giving you peace of mind without slowing operations.
What's the typical timeline and cost for implementation in a mid-sized trucking firm?
For a 50-truck operation, discovery takes 1-2 weeks, development 6-8 weeks, and launch with training another 2 weeks—full rollout in under 3 months. Costs start at $25K for core automation, scaling with complexity like multi-ERP ties, but ROI hits fast: clients see $50K+ annual savings from reduced errors and staff time. We provide a detailed quote post-audit, factoring your invoice volume (e.g., 200/week). No long-term subs— you own it outright, with optional maintenance at 15% yearly.
Will this reduce our dependency on accounting staff for invoice reviews?
Yes, it automates 70-90% of routine reviews, freeing your team for strategic tasks like route planning. AI handles line-item matching, flagging only the 10% needing eyes—like unusual accessorials on reefer loads. One client shifted their AP clerk to vendor negotiations, boosting savings by 20% on carrier rates. We include customizable thresholds, so low-value invoices under $200 auto-approve. Over time, it builds a smarter system from your feedback, minimizing human touch while maintaining control.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.