Stop Losing Weeks to Manual Invoice Chaos Streamline Your AP with Custom AI Precision
Freight firms waste 15-20 hours per week on invoice discrepancies alone. Our tailored AI solutions cut that by 70%, ensuring accurate carrier payments and faster cash flow in your logistics operations.
Join 150+ businesses with accelerated month-end closes
The "Invoice Processing" Problem
Manual data entry delays carrier payments amid fluctuating diesel fuel surcharges and volatile spot rates
Disputed freight bills from OCR failures on handwritten Bills of Lading (BOL) and delivery receipts
Fragmented tracking of multi-stop LTL shipments leading to overpayments on accessorial charges
Compliance risks with varying IFTA quarterly taxes and state-specific fuel excise on cross-border hauls
Bottlenecks in reconciling LTL carrier rates and detention fees during peak holiday season surges
Lost productivity chasing missing Proof of Delivery (POD) documents from owner-operator drivers
Our Tailored AI Invoice Processing Solution
With over a decade in logistics tech, we've streamlined AP for 50+ freight operations, delivering enterprise-grade efficiency.
Why Choose Us
We build custom AI systems that ingest your invoices—whether from email, EDI feeds, or scanned docs—and automate extraction of line-item details like mileage rates and detention fees. No more wrestling with one-size-fits-all tools that choke on your unique freight workflows. Our solution flexes to handle variable loads, seasonal spikes, and carrier-specific formats, creating a unified pipeline that syncs directly with your TMS and accounting software. Think of it as upgrading from a rickety flatbed to a precision-guided container ship: everything arrives exactly where it needs to, without the cargo disputes.
What Makes Us Different:
Unlock Efficiency in Your Freight Operations
Slash Processing Time by 75%
Slash Processing Time by 75%: Freight companies using our custom AI handle 500+ LTL invoices monthly without overtime, integrating seamlessly with TMS systems. You'll free up accounting teams to focus on dynamic route optimization amid fuel price swings—proven to recover 10-15 hours weekly per clerk, based on implementations with regional carriers.
Minimize Payment Errors and Disputes
Minimize Payment Errors and Disputes: Our system cross-references invoices against electronic BOLs, load manifests, and ELD-mandated GPS logs, reducing overpayments on accessorials by 40%. In one case, a Midwest flatbed carrier saved $150K annually by catching duplicate lumper and detention charges before payout.
Ensure Compliance and Audit-Ready Records
Ensure Compliance and Audit-Ready Records: Built-in IFTA tax calculation for DOT regulations, state fuel filings, and hazmat endorsements keeps you audit-proof. Enjoy peace of mind with blockchain-secured, timestamped trails for every cross-dock transaction, cutting FMCSA compliance review time from days to minutes.
What Clients Say
"Before AIQ Labs, our team spent Fridays reconciling carrier emails for reefer loads—total nightmare during harvest season with fluctuating temp surcharges. Now, the AI pulls PODs automatically from driver apps and flags any rate hikes over 3% on spot market bids. We've cut disputes by half and closed books two days early every month, improving DSO by 15 days."
Mike Harlan
CFO, Midwest Freight Haulers
"We run 200 intermodal loads a week across 15 states, and invoice mismatches on chassis fees were killing our cash flow. Their custom setup integrates with our TMS and ELD data flawlessly; no more manual uploads of BOL images. Saved us about 12 hours a week on AP, plus reduced carrier advances by 20%."
Sarah Ruiz
Operations Director, CrossCountry Logistics (Specializing in intermodal drayage across 15 states)
"Switched from a generic AP tool that couldn't handle our LTL variances or fuel surcharge escalations. AIQ's solution is built for freight—extracts hazmat fees and reweigh charges accurately from scanned docs, then routes approvals to the right dispatchers via mobile alerts. Reduced our error rate from 8% to under 1% in three months, avoiding $50K in audit penalties."
Tom Becker
Controller, Apex Trucking Co. (Dry van fleet with 50+ owner-operators)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice flow—from carrier submissions to payment posting—identifying bottlenecks like delayed EDI receipts. This ensures our AI aligns perfectly with your freight-specific processes.
Custom AI Build and Integration
Our engineers code a bespoke system using advanced ML models trained on logistics data. We connect it to your tools, testing against real scenarios like multi-leg shipments to guarantee seamless operation.
Deployment and Optimization
Roll out with hands-on training for your team. We monitor performance for the first 30 days, tweaking for peak efficiency—such as faster processing during holiday surges—before handing over full ownership.
Why We're Different
What's Included
Common Questions
How does your AI handle variable freight rates and surcharges?
Our custom models are trained on logistics datasets to recognize and extract fluctuating elements like fuel surcharges, congestion fees, and seasonal adjustments. For instance, it parses line items from carrier invoices against your master rate agreements, flagging variances over predefined thresholds—say, 2% for spot market hauls. This ensures accurate payments without manual review in 90% of cases. We also integrate real-time index data from sources like DAT RateView to validate rates dynamically. The result? Freight companies see a 60% drop in disputes, as the system learns from your specific carrier portfolios over time, adapting to patterns like winter weather add-ons.
What if our invoices come in mixed formats from different carriers?
No issue—our AI ingests everything from structured EDI files to unstructured emails with attachments. It uses OCR fine-tuned for transport docs, capturing details like trailer numbers and delivery timestamps even on faded scans. For a regional fleet we built this for, it unified 15 carrier formats into one workflow, reducing entry time from 45 minutes to 5 per invoice. We start by mapping your common formats during discovery, then deploy multi-modal processing that handles PDFs, images, and XML seamlessly. Post-launch, it auto-categorizes new formats, keeping your AP pipeline flexible as you onboard international partners.
Can this integrate with our existing TMS and accounting software?
Absolutely. We specialize in deep, bidirectional integrations with platforms like Carrier411, QuickBooks, or Xero. For example, once an invoice is processed, it auto-populates your TMS with payment status and syncs GL codes to your ledger—eliminating double entry. In a recent project for a 50-truck operation, we linked it to their Epicor ERP, cutting reconciliation from 3 days to hours. Our approach uses secure APIs and custom middleware to handle data mappings, ensuring compliance with transport-specific fields like HAZMAT codes. You'll get a unified view, with the AI pulling shipment data to validate invoice accuracy upfront.
How secure is the data in your invoice processing system?
Security is paramount in logistics, where invoices contain sensitive route and cargo info. We build with end-to-end encryption (AES-256) and role-based access, compliant with SOC 2 and DOT standards. Data is processed in isolated environments, with no third-party SaaS dependencies that could expose breaches. For a cross-border client, we implemented geo-fencing to restrict access based on shipment origins, preventing unauthorized views of international manifests. Regular audits and anomaly detection flag unusual access patterns. You own the system, so all data stays in your controlled infrastructure—no cloud lock-in risks common in off-the-shelf tools.
What's the timeline for implementing this custom solution?
Typically, we deliver a MVP in 4-6 weeks, with full deployment in 8-10 weeks, depending on your workflow complexity. Week 1 is discovery: reviewing your invoice volume (e.g., 300/month) and tools. Weeks 2-4 involve building and testing the AI core, using sample data from your recent hauls. Integration and training follow in weeks 5-7, with a soft launch to process 20% of volume initially. A east coast freight firm went live in 7 weeks, processing their first 500 invoices flawlessly. We include 30 days of optimization to hit benchmarks like 95% automation rate, ensuring minimal disruption to your daily dispatches.
How does this reduce costs compared to traditional AP methods?
By automating 80-90% of manual tasks, you save on labor—freight AP clerks cost $25-35/hour, so reclaiming 15 hours/week per person adds up fast. Beyond that, it cuts error-related losses: overpayments on a single disputed load can hit $500-2,000. Our clients report 30-50% AP budget reductions, with one saving $80K yearly by avoiding late fees and faster carrier negotiations. No recurring fees either; it's a one-time build you own, versus SaaS tools charging $0.50-2 per invoice. ROI hits in 4-6 months, scaling as your freight volume grows without proportional cost increases.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.