Stop Losing Hours to Manual Invoice Matching in Your Warehouse Automate It All with Custom AI Precision
Warehousing teams waste 15-20 hours weekly chasing paper invoices against shipments and receipts. Our custom AIQ Labs solution slashes that to zero, delivering up to 85% faster processing and ROI in under 3 months.
Join 150+ logistics firms with streamlined AP workflows
The "Invoice Chaos" Problem
Manual matching of supplier invoices to inbound shipments using paper bills of lading delays your warehouse throughput by up to 20% during peak receiving hours
Error-prone data entry from LTL freight bills and carrier rate confirmations causes costly disputes with third-party logistics providers and vendors
Delayed approvals for demurrage and detention fees from ocean carriers tie up your working capital in unresolved payables for imported goods
Scattered invoice records across EDI portals, email attachments, and TMS systems slow down month-end inventory reconciliations with cycle counts
Overlooking multi-stop LTL freight invoices from regional carriers leads to underbilling and eroded profit margins on backhaul routes
Manual verification of hazmat surcharges on IMDG-compliant shipments exposes you to DOT compliance risks and fines up to $75,000 per violation
Our Custom AI Invoice Automation – Built for Your Warehouse Workflow
With a proven track record in logistics, we've deployed enterprise-grade AI for over 50 SMBs, cutting AP processing times by an industry-leading 70%.
Why Choose Us
Like a GPS rerouting your fleet around bottlenecks, our custom AI ingests invoices directly from supplier portals and email streams. It intelligently matches them to your warehouse management system (WMS) data – think PO numbers, shipment IDs, and pallet counts. No more digging through stacks of paper or spreadsheets. We tailor the system to your exact operations, whether you're handling LTL shipments or bulk storage, ensuring seamless integration with tools like SAP or Manhattan. This isn't off-the-shelf software; it's a production-ready engine that learns your patterns, flags anomalies like duplicate drayage fees, and routes approvals via mobile alerts to your floor supervisors. Result? Frictionless efficiency that keeps your warehouse humming.
What Makes Us Different:
Unlock Time and Cost Savings Tailored to Your Operations
Save 25+ Hours Weekly on Invoice Handling
Save 25+ Hours Weekly on Invoice Handling for Inbound Freight: Your team spends less time on tedious matching of ASN data to receipts, freeing warehouse staff to focus on picking and packing high-velocity SKUs. Industry benchmarks from the Council of Supply Chain Management Professionals show this boosts overall throughput by 40%, turning hours lost to admin into direct revenue gains – all from a system custom-built for your inbound/outbound flows via API integration with your WMS.
Achieve 6-Month ROI Through Reduced Errors and Faster Payments
Achieve 6-Month ROI Through Reduced Errors and Faster Payments on Carrier Invoices: Cut late fees and disputes by automating validation against rate sheets and proof-of-delivery, with early payment discounts adding up to 2-3% savings on 30/60 net supplier terms. For a mid-sized 3PL warehouse handling 500+ shipments weekly, that's $50K+ annually, based on real deployments where AP cycles dropped from 10 days to under 48 hours using OCR for bill scanning.
Enhance Cash Flow with Predictive Payment Insights
Enhance Cash Flow with Predictive Payment Insights Tied to Freight Volumes: Get real-time dashboards forecasting payable outflows linked to shipment volumes and fuel surcharge fluctuations. This prevents cash crunches during peak seasons like Q4 holiday surges, optimizing your working capital – a game-changer for logistics firms juggling variable spot rates, intermodal costs, and 4-6x annual inventory turns.
What Clients Say
"Before AIQ Labs, our team was buried under invoice piles every month-end, especially with cross-dock operations handling 200+ inbound trailers weekly. Their custom system now auto-matches everything to our WMS via EDI feeds, saving us about 18 hours a week on demurrage disputes. We caught a $12K overcharge on container storage fees last quarter alone – it's paid for itself twice over in the first year."
Maria Gonzalez
Accounts Payable Manager, Midwest Freight Logistics (Specializing in Cross-Dock and Regional Trucking)
"Implementing this was straightforward; they mapped our exact workflow for handling vendor bills from multiple LTL carriers like UPS Freight and Old Dominion. Processing time went from a full day to 30 minutes for reconciling 150 bills, and our error rate on accessorial charges dropped to near zero. Finally, some breathing room in our tight schedules during peak e-commerce fulfillment."
Raj Patel
Operations Director, Pacific Warehousing Co. (West Coast 3PL Provider)
"We deal with tons of variable surcharges in warehousing hazmat goods, and manual checks against NMFC classifications were a nightmare. AIQ's automation flags them instantly upon POD upload and integrates seamlessly with our ERP like SAP. In the first two months, we saved $8,500 in avoided FMCSA penalties – solid work from a team that gets the nuances of intermodal distribution."
Lisa Chen
Finance Lead, East Coast Distribution Services (Hazmat and Intermodal Specialist)
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current invoice processes, from receipt to payment, identifying logistics-specific pain points like shipment mismatches. This ensures the solution fits your warehouse like a glove.
Custom AI Build and Integration
Our engineers code a tailored system using advanced frameworks, connecting to your WMS and ERP for seamless data flow. Testing mirrors real scenarios, like peak-season invoice surges.
Deployment, Training, and Optimization
We roll it out with hands-on training for your team, then monitor and refine based on usage. Expect full efficiency gains within weeks, with ongoing support to scale as your operations grow.
Why We're Different
What's Included
Common Questions
How does this automation handle variable freight costs in warehousing invoices?
Our custom AI is trained on your historical data to recognize and categorize variables like fuel surcharges, detention fees, and liftgate costs. It cross-references against contract rates in your system, flagging discrepancies for review. For example, in a recent deployment for a Midwest distributor, this caught 15% of invoices with unapplied discounts, saving $22K yearly. We build rules specific to your carriers, ensuring accuracy without manual intervention. Setup involves mapping your rate tables, and the system learns over time to improve predictions, reducing disputes by up to 80%. This keeps your cash flow steady amid fluctuating diesel prices.
What if our warehouse uses multiple WMS or ERP systems?
We specialize in multi-system integrations, creating robust APIs that pull data from tools like Oracle WMS, SAP, or even legacy setups. Unlike rigid off-the-shelf solutions, our custom build unifies them into one workflow – invoices flow in, match automatically, and update all platforms simultaneously. A logistics client with disparate systems saw their reconciliation time drop from 5 days to 2 hours. We start with a deep audit to map data flows, then code secure, two-way syncs that handle high-volume transactions without lag. This eliminates silos, giving you a single view of payables tied to inventory movements.
How secure is the data in your invoice automation?
Security is paramount in logistics, where invoice data includes sensitive shipment details. We use enterprise-grade encryption (AES-256) for all data in transit and at rest, with role-based access controls tailored to your team's hierarchy – e.g., supervisors see approvals, finance views full audits. Compliant with GDPR, HIPAA if needed, and logistics regs like FMCSA, our systems include anomaly detection to spot fraud attempts. In one case, we prevented a phishing-based invoice scam for a client by auto-flagging unusual vendor patterns. Regular penetration testing and SOC 2 compliance ensure your info stays protected, without compromising speed.
Can this scale with our growing warehouse operations?
Absolutely – our solutions are designed for scalability, using cloud-native architecture that handles volume spikes, like holiday surges in e-commerce fulfillment. We build with modular code, so adding features (e.g., international invoicing) is seamless. A growing SMB we partnered with scaled from 500 to 5,000 monthly invoices without downtime, maintaining 99% automation rates. We monitor performance post-launch and optimize based on your metrics, ensuring it grows with your throughput, carrier network, or new facilities. No rip-and-replace; it's future-proofed for your expansion.
What's the typical timeline for implementation?
For most warehousing clients, we deliver a MVP in 4-6 weeks, starting with core matching and approvals. Full rollout, including custom integrations and training, takes 8-12 weeks, depending on complexity like multi-site setups. We prioritize quick wins – e.g., automating email invoice capture in week one. A recent project for a distribution center went live in 7 weeks, yielding immediate 12-hour weekly savings. Phased deployment minimizes disruption, with parallel running to validate accuracy before going fully live.
Do you provide ongoing support after launch?
Yes, we offer tiered support plans, from basic monitoring to dedicated engineering hours. Post-launch, our team reviews performance monthly, tweaking the AI based on new invoice patterns or regulatory changes. Clients get a portal for tickets and updates, plus proactive alerts for potential issues. One logistics firm reported zero major hiccups in year one, thanks to our quarterly optimizations that adapted to new carrier formats. This ensures sustained ROI, evolving the system as your operations do.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.