Stop Losing Hours to Manual Invoice Chaos Streamline Your AP with Custom AI Automation
In the high-stakes world of last-mile delivery, where margins hover at just 5-10% and delays cost you dearly, our tailored AI solutions cut invoice processing time by up to 70%, ensuring faster payments to carriers and tighter control over your routes.
Join 250+ businesses with seamless, error-free invoice workflows
The "Invoice Gridlock" Problem
Manual invoice entry in TMS and ERP systems delays carrier payments by up to 30 days, risking strained relationships with LTL carriers and incurring demurrage fees
Mismatched PODs against carrier invoices on high-volume intermodal routes lead to disputes, overpayments, and detention charges exceeding 10% of freight costs
Fragmented systems between dispatch software, accounting platforms, and telematics-enabled fleet management create data silos and ELD reconciliation errors during DOT audits
Seasonal surges in last-mile e-commerce volume, like holiday peaks, overwhelm AP teams with 50% more BOLs, delaying month-end freight accrual closes by 2-3 weeks
Lack of real-time invoice tracking in routing software exposes hidden costs like FSC surcharges, accessorial fees for route deviations, and unexpected lumper charges
Compliance burdens from varying carrier master agreements, FMCSA regulations, and carrier audit trails erode operational efficiency by 20% in cross-border drayage
Our Tailored AI Invoice Processing Solution – Built for Your Last-Mile Operations
With over a decade of experience engineering AI for logistics SMBs, we've helped companies like yours eliminate AP bottlenecks, boasting a proven track record of 95% accuracy in invoice automation.
Why Choose Us
We craft custom AI-powered invoice processing systems designed specifically for last-mile delivery workflows. Forget off-the-shelf tools that force your operations into rigid boxes. Our enterprise-grade solutions integrate seamlessly with your dispatch software, TMS, and accounting platforms, automating everything from OCR capture of scanned carrier invoices to intelligent matching against delivery proofs. Like a precision GPS rerouting your fleet around traffic, our AI navigates the complexities of variable route costs and multi-carrier payments, ensuring accuracy and speed. We build for scalability, handling your peak holiday rushes without breaking a sweat.
What Makes Us Different:
Unlock Efficiency That Powers Your Deliveries
Accelerate Cash Flow Optimization
Accelerate Cash Flow Optimization: Process carrier invoices 70% faster via automated OCR integration with your TMS, reducing DPO from 45 to under 20 days. This enables quicker payments to OTR drivers and carriers, stronger leverage on negotiated fuel surcharges during volatile diesel markets, and reallocates $500K in working capital for adding electric vans to your last-mile fleet – all without manual data entry bottlenecks.
Slash Error Rates and Overpayments
Slash Error Rates and Overpayments: Our AI delivers 98% accuracy in matching invoices to PODs and BOLs, cutting overpayments by up to 15% on high-volume TL routes – equating to $25K+ saved annually per 100-truck fleet on disputed accessorials and detention fees. In margin-squeezed logistics where fuel alone eats 30% of costs, this precision ensures lean operations and audit-ready records.
Scale Seamlessly with Demand Spikes
Scale Seamlessly with Demand Spikes: Manage 2x invoice volume during Q4 e-commerce peaks without hiring extra AP staff, using custom AI automations that integrate with your WMS for urban micro-fulfillment routes and rural LTL extensions. This shifts your AP team from manual exception handling to strategic carrier rate analysis, maintaining 95% on-time payments even amid surge pricing volatility.
What Clients Say
"Before AIQ Labs, our team wasted Fridays reconciling invoice mismatches from 50+ daily LTL deliveries across Midwest routes – total chaos with POD discrepancies. Their custom AI now auto-matches everything to our McLeod TMS, slashing processing from 3 days to under 4 hours. We saved $12K in overpayments on accessorial fees last quarter alone, keeping our carriers loyal."
Maria Gonzalez
Operations Manager, SwiftRoute Deliveries
"As a scaling last-mile provider in the e-commerce surge, our carrier invoices from 100+ urban routes were stacking up, delaying payouts and risking demurrage. AIQ Labs engineered an AI workflow integrating with QuickBooks and our Samsara telematics, instantly flagging route deviations and FSC variances. Month-end freight reconciliations now take 2 days instead of 2 weeks, and our carriers love the 98% on-time payments."
Raj Patel
Finance Director, UrbanLink Logistics
"We manage 200+ daily stops via multiple TL and parcel carriers in the Southeast, and manual AP was destroying efficiency with constant BOL errors. AIQ Labs' AI scans, validates, and approves invoices at 99% accuracy, linking directly to our ELD driver logs and Verizon Connect fleet data. It's like an always-on logistics accountant – we dropped error rates by 40% in the first month and avoided $8K in audit penalties."
Elena Vasquez
AP Supervisor, MetroFreight Solutions
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice workflows, from carrier submissions to payment execution, identifying bottlenecks specific to your last-mile routes and integrating with your existing TMS and accounting tools.
Custom AI Design and Build
Our engineers develop a bespoke AI system using advanced OCR and machine learning models tailored to logistics data, ensuring seamless handling of variable invoice formats and delivery proofs.
Deployment and Optimization
We deploy the solution with full training for your team, then monitor and refine it over 30 days to achieve peak performance, scaling effortlessly as your delivery volumes grow.
Why We're Different
What's Included
Common Questions
How does your AI handle variable invoice formats from different carriers?
In last-mile delivery, carriers often use inconsistent formats – from PDFs to handwritten notes. Our custom AI uses advanced OCR and machine learning trained on logistics-specific data to extract key details like route IDs, delivery counts, and surcharges with 98% accuracy. We tailor the model to your top carriers during discovery, ensuring it adapts to variations like UPS-style barcodes or local vendor quirks. This eliminates manual re-entry, which typically wastes 15-20 hours weekly for AP teams. Post-deployment, the system self-improves from your feedback, reducing errors over time while integrating directly into your TMS for instant verification.
What integrations do you support for last-mile TMS and accounting software?
We specialize in deep, two-way integrations with popular last-mile tools like Route4Me, Onfleet, and Samsara, alongside accounting systems such as QuickBooks, Xero, or NetSuite. Our custom APIs sync invoice data with delivery proofs in real-time, automating matches without manual exports. For example, if a driver's app logs a delayed package, the AI flags potential invoice adjustments before approval. This creates a unified workflow, cutting reconciliation time by 60%. Unlike superficial connectors, our builds handle complex data like geofenced routes and variable rates, ensuring scalability as your operations grow from 100 to 1,000 daily stops.
How long does it take to implement your invoice processing solution?
Implementation typically spans 6-8 weeks for most last-mile companies, starting with a 1-week discovery to map your workflows. We then spend 3-4 weeks building and testing the custom AI, followed by 2 weeks of integration and team training. This timeline accounts for your unique setup, like multi-carrier handoffs or seasonal peaks. We've deployed for clients processing 2,000 invoices monthly in under 6 weeks, achieving full ROI within 3 months through 70% faster processing. Ongoing support ensures smooth scaling, and we provide a detailed roadmap upfront to align with your delivery cycles.
Can this solution help with compliance and audit requirements in logistics?
Absolutely – compliance is critical in transportation, with regs like FMCSA audits demanding precise records. Our AI builds in automated audit trails, tagging each invoice step from capture to payment with timestamps and user actions. It enforces your carrier contracts by validating terms like payment windows and rate caps, flagging violations early. For last-mile specifics, it cross-references invoices against ELD data for hours-of-service compliance. Clients report 50% faster audit prep, as reports generate on-demand. We customize for your needs, whether it's DOT filings or internal SOX controls, ensuring your AP stays bulletproof without extra manual effort.
What kind of ROI can last-mile companies expect from this service?
Based on our work with similar SMBs, expect 4-6x ROI in the first year. For a company processing 1,500 invoices monthly, we reduce manual labor by 80%, saving $50K+ annually in AP staff time (at $25/hour). Overpayments drop 12-15%, adding another $10K-$20K in recovered funds from route disputes. Faster DPO improves cash flow for fleet investments, with benchmarks showing 25% better carrier terms. One client saw payback in 4 months by streamlining holiday surges. We provide a customized ROI calculator during consultation, factoring your volume, error rates, and margins for precise projections.
Is the solution scalable for growing last-mile operations?
Yes, our architecture is designed for growth, from 50-stop startups to 500+ delivery fleets. Built on scalable cloud frameworks, it handles volume spikes – like Black Friday rushes – without performance dips, processing up to 10,000 invoices daily. As you add carriers or expand routes, the AI retrains dynamically on new data patterns, maintaining 95%+ accuracy. Integrations with your TMS scale seamlessly, and we include modular upgrades for features like predictive billing. Clients who've doubled their operations post-implementation report zero disruptions, with costs scaling linearly rather than exponentially, keeping your efficiency edge sharp.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.