Stop Losing Weeks to Manual Invoice Chaos Custom AI Invoice Processing Built for Your Fleet Operations
In the fast-paced world of moving companies, where delays mean unhappy clients and squeezed margins, our tailored solutions cut invoice processing time by 70%—freeing your team to focus on what matters: seamless relocations and route efficiency.
Join 150+ businesses with streamlined AP workflows
The "Invoice Overload" Problem
Manual data entry from cluttered LTL freight invoices and BOLs delays your cash flow by an average of 10-15 days per cycle
Disjointed approvals between dispatch, accounting, and ops teams cause bottlenecks during peak moving seasons, leading to carrier payment delays of up to 30 days
Inaccurate matching of carrier invoices to load confirmations and PODs leads to overpayments on fuel surcharges and accessorial fees averaging 5-10% per haul
Paper-based tracking of relocation expenses, including packing and unpacking fees, overwhelms your back office during high-volume corporate relocations
Legacy TMS software fails to handle variable moving costs like storage surcharges and detention fees, inflating your AP errors by 25% during intermodal shipments
Delayed invoice reconciliation with customer deposits for FTL loads disrupts your working capital in seasonal logistics surges, tying up funds needed for driver advances
Our Tailored AI Invoice Processing Solution
With a proven track record in transportation logistics, we've deployed enterprise-grade systems for over 50 moving firms, slashing AP cycles from weeks to days.
Why Choose Us
One-size-fits-all tools buckle under the weight of your unique moving workflows—like juggling interstate hauls, local moves, and variable surcharges. We build custom AI systems from the ground up, integrating seamlessly with your TMS, QuickBooks, and dispatch software. Think of it as upgrading from a rickety old truck to a precision-engineered fleet: no more detours through manual errors or integration dead-ends. Our approach captures invoice data via OCR tuned for logistics docs, automates three-way matching against bills of lading, and routes approvals based on your org chart. Result? Efficiency gains that mirror industry benchmarks, where top performers process 90% of invoices touchless.
What Makes Us Different:
Unlock Efficiency That Drives Your Bottom Line
Slash Processing Time by 70%
Slash Processing Time by 70%: No more hours lost transcribing fuel receipts or carrier rate confirmations from BOLs. Our AI handles extraction and validation instantly, aligning with industry-leading benchmarks where efficient relocation firms close AP in under 5 days—freeing cash for adding refrigerated trailers to your fleet.
Cut Errors and Overpayments by 40%
Cut Errors and Overpayments by 40%: In logistics, a mismatched invoice against a load tender can cost thousands in disputed hauls. We deploy AI for precise matching against load manifests and PODs, reducing disputes and ensuring every dollar ties back to your operations—proven to boost net margins in transportation by up to 15% through accurate freight auditing.
Streamline Approvals for Faster Turns
Streamline Approvals for Faster Turns: Dispatch teams approve on the go via mobile alerts, integrated with your TMS route planning and ELD data. This eliminates bottlenecks, accelerating payments to carriers within 24 hours and improving vendor relationships—key for maintaining on-time delivery rates above 95% in the competitive moving industry.
What Clients Say
""Before AIQ Labs, our team spent two full days every week sorting through stacks of moving invoices from cross-country FTL jobs, including mismatched BOLs. Now, the system auto-matches everything to our TMS, and we've cut our AP time in half—last quarter alone, that saved us over 80 hours and caught a $5K overcharge on third-party storage fees during peak season.""
Maria Gonzalez
Operations Director, Horizon Relocations (specializing in long-haul residential moves)
""Integrating this with our QuickBooks was a game-changer during our busy season handling 50+ LTL loads per week. Invoices used to pile up, causing delays in paying owner-operators. Post-implementation, approvals happen in hours, not days, and our error rate dropped from 12% to under 2% on accessorial charges. It's like having an extra dispatcher for AP on the road.""
David Chen
Finance Manager, SwiftMove Logistics (focused on regional freight distribution)
""We handle a mix of residential and commercial moves with high variability in detention and fuel surcharges, so invoice chaos was killing us. AIQ's custom setup learned our patterns quickly—now it flags discrepancies in carrier rate sheets before they hit accounting. Reduced our processing costs by 35% in the first three months, enabling faster scaling of our intermodal fleet—no exaggeration.""
Lisa Patel
AP Supervisor, Global Movers Inc. (experts in corporate relocations and warehousing)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice workflows, from supplier submissions to payment runs, identifying bottlenecks like delayed carrier billing.
Custom AI Build and Integration
Our engineers craft a bespoke system, training AI on your moving data and linking it to your TMS and accounting tools for seamless flow.
Testing, Deployment, and Optimization
We simulate peak-season volumes, deploy the solution, and refine based on real usage—ensuring 99% uptime for your logistics ops.
Why We're Different
What's Included
Common Questions
How does this solution handle the variable pricing in moving services?
Moving companies deal with fluctuating costs like mileage-based fees or add-ons for packing. Our custom AI is trained on your specific pricing models and historical data, automatically categorizing and validating these variables. For instance, it cross-references invoices against your rate sheets and load details from the TMS. This ensures accuracy even for complex jobs, reducing manual reviews by 80%. We've seen clients cut related errors from 15% to negligible levels, directly improving your cash flow predictability in this efficiency-focused industry.
What integrations are possible with our existing logistics software?
We specialize in deep, two-way integrations with popular TMS platforms like Truckstop or Rose Rocket, as well as accounting tools such as QuickBooks and Sage. Our team maps your data flows—say, pulling load confirmations to match against supplier invoices—creating a single source of truth. Unlike superficial connections that break during updates, ours are built for robustness, handling real-time syncs. For a mid-sized mover, this meant eliminating 20 hours of weekly manual entry, aligning with benchmarks where integrated systems boost operational efficiency by 50%.
How long does implementation take for a moving company like ours?
Timeline varies by complexity, but for most SMB moving firms with 50-200 employees, we complete discovery, build, and deployment in 8-12 weeks. We start with a rapid audit of your invoice volume—typically 500-2,000 monthly for logistics ops—then prototype core features like OCR and approvals. Testing includes simulated peak scenarios, like summer moves. Post-launch, we optimize over the first month. Clients report full ROI within 4-6 months, with immediate wins in processing speed that match industry leaders achieving 90% automation rates.
Is the system secure for sensitive logistics data?
Absolutely—security is paramount in transportation, where invoices contain client details and route info. We use enterprise-grade encryption, role-based access (e.g., dispatch sees only approvals, accounting gets full views), and comply with standards like SOC 2 and FMCSA guidelines. Data is stored in your owned system, not third-party clouds prone to breaches. For one client handling interstate relocations, this setup passed a rigorous audit with zero findings, while reducing their compliance overhead by 30%. It's built to protect your operations without slowing efficiency.
Can this scale as our moving business grows?
Yes, our solutions are designed for scalability, unlike rigid off-the-shelf tools that cap out at certain volumes. We architect with modular code that handles growth—from 100 loads monthly to 1,000+—without performance dips. AI models retrain automatically on new data, adapting to expanded fleets or new routes. A growing mover we partnered with scaled from 20 trucks to 50 seamlessly, maintaining sub-3-day AP cycles. This aligns with logistics benchmarks, where scalable systems support 25% YoY revenue growth without proportional staff increases.
What support do you provide after deployment?
Ongoing support is core to our builder philosophy. After go-live, we offer 90 days of hands-on optimization, monitoring metrics like error rates and processing times. Then, it's tiered: unlimited email/phone for the first year, plus optional quarterly reviews to tweak for changes like new regulations or vendor shifts. For a logistics client, this meant quick adjustments during a carrier merger, keeping their workflow uninterrupted. We aim for 99.5% uptime, far exceeding industry averages, ensuring your investment delivers sustained efficiency gains.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.