Stop Losing Weeks to Manual Invoice Chaos Automate Your AP with Custom AI Precision
Trucking firms waste 15-20 hours weekly on invoice reconciliation, delaying payments and tying up cash flow. Our tailored solutions cut that time by 80%, ensuring seamless integration with your TMS and accounting systems.
Join 250+ businesses with streamlined AP processes
The "Invoice Overload" Problem
Manual entry of EFS fuel receipts and SunPass toll logs delays reimbursements, stranding OTR drivers at truck stops and inflating DTE by 15-20%
Disputed LTL carrier invoices from fluctuating spot rates create cash flow bottlenecks during peak produce haul seasons, tying up working capital for weeks
Fragmented data silos between McLeod TMS and SAP ERP systems trigger FMCSA audit failures and compliance risks in interstate hazmat operations
Overlooked vendor invoices for reefer trailer repairs accumulate, eroding profit margins on time-sensitive refrigerated long-haul routes to distribution centers
Seasonal spikes in flatbed loads overwhelm AP teams during construction booms, delaying payments that disrupt PM schedules and increase CSA violation scores
Inaccurate OCR scanning of handwritten BOLs and PODs on freight bills leads to duplicate payments on backhauls and forfeited volume rebates from 3PL shippers
Our Tailored AI Invoice Processing Solution
With over a decade in logistics tech, we've streamlined AP for trucking fleets handling millions in annual freight invoices
Why Choose Us
We craft custom AI systems that ingest invoices from emails, portals, and scanned docs, then match them against load manifests and driver logs. No more wrestling with off-the-shelf tools that ignore your unique routing algorithms. Our solutions integrate deeply with platforms like Samsara or QuickBooks, automating approvals based on your cost-per-mile thresholds. Like a GPS rerouting around traffic, our AI flags discrepancies in real-time, ensuring your cash flow stays on track without the detours of manual reviews.
What Makes Us Different:
Unlock Efficiency in Your Trucking Operations
Faster Cash Flow Cycles
Accelerate cash flow by processing 500+ fuel and carrier invoices monthly in under 24 hours, enabling fleet expansions with refrigerated trailers and cutting delayed payment interest by 25% on IFTA quarterly filings. Trucking firms gain ROI through automated matching that prevents overpayments on accessorials like lumper fees and detention charges.
Error-Free Compliance
Secure 100% audit-ready records with AI cross-referencing FMCSA hours-of-service rules and ELD mileage data against IFTA reports, reducing compliance fines by up to $50K annually on cross-border runs. Teams bypass manual reconciliation of HOS violations and mismatched odometer logs from fleet telematics.
Scalable for Growth
Scale effortlessly for growth by managing harvest season surges in dry van loads without extra staff, processing 10,000+ BOL-linked invoices yearly while integrating new broker acquisitions via API hooks into your existing TMS dashboard.
What Clients Say
"Before AIQ Labs, our AP team wasted Fridays tracking missing E-ZPass toll receipts from OTR cross-country loads. Now, the system auto-matches them to TMS entries in under a minute, slashing processing from 10 days to 2 and freeing us to focus on route optimization. It's like an extra dispatcher who handles paperwork 24/7."
Mike Harlan
Fleet Manager, Midwest Freight Haulers
"Last quarter, disputed spot rate invoices from our LTL carriers held up over $200K during peak e-commerce hauls. Their custom AI instantly flagged variances against our confidential rate sheets, recovering funds within 48 hours and boosting our carrier EDI scores. No more emergency audits or spreadsheet marathons."
Sarah Kline
Operations Director, Eastern Logistics Partners
"We integrated this with our Oracle TMS, and now maintenance invoices for brake jobs are pre-approved using real-time ELD downtime data. It saved 15 hours weekly, caught a $8K overcharge on tire retreads, and kept our fleet CSA scores clean. These folks truly understand the grind of over-the-road hauling."
Tom Reyes
CFO, Sierra Trucking Co.
Simple 3-Step Process
Discovery and Mapping
We audit your current invoice flow, from driver-submitted bills to vendor portals, identifying bottlenecks like delayed freight audits. Then, we map a custom AI blueprint aligned with your fleet's unique needs.
AI System Build and Integration
Our engineers develop and deploy the AI engine, training it on your historical data for precise extraction of trucking-specific details like deadhead miles. We integrate it directly with your existing TMS and ERP for zero disruption.
Testing, Launch, and Optimization
Rigorous testing simulates peak loads, followed by a phased rollout. Post-launch, we monitor performance and refine based on your feedback, ensuring ongoing efficiency gains as your routes evolve.
Why We're Different
What's Included
Common Questions
How does your AI handle handwritten invoices from independent contractors?
Our custom AI uses advanced handwriting recognition trained specifically on trucking docs, achieving over 95% accuracy even on faded notes from long-haul drivers. We start by analyzing samples from your fleet to fine-tune the model, then it auto-extracts fields like mileage, fuel stops, and signatures. This integrates with your approval flow, flagging any ambiguities for quick human review—cutting processing time from hours to minutes without missing critical details that could lead to payment disputes.
What if we use multiple TMS platforms across our terminals?
No problem—our solutions support deep, two-way integrations with platforms like Samsara, Motive, or even legacy systems via APIs. We map your multi-terminal data flows during discovery, building a unified AI layer that pulls invoice matches from all sources. For example, if your Chicago terminal uses TMW and Dallas runs McLeod, the system reconciles cross-location hauls automatically. This eliminates silos, reduces errors by 85%, and scales as you acquire new routes or fleets.
How secure is the system for sensitive trucking data like load manifests?
Security is paramount in logistics. We deploy enterprise-grade encryption (AES-256) for all data in transit and at rest, compliant with DOT and GDPR standards. Access is role-based, so drivers see only their invoices while execs get full analytics. Our in-house platforms have handled regulated data for years without breaches. Regular audits and SOC 2 compliance ensure your freight details, rates, and vendor info stay protected, even during high-volume processing.
Can this scale if our fleet grows from 50 to 200 trucks?
Absolutely. Built on scalable cloud architecture, our systems handle exponential growth without performance dips. We've powered AP for trucking firms doubling their fleet size, processing 5x more invoices seamlessly. The AI learns from increased data volume, improving accuracy over time. We include performance monitoring in our service, optimizing for your expansion—like adding rules for new international routes—ensuring you never outgrow the solution.
What's the typical timeline for implementation in a mid-sized trucking company?
For a 100-truck operation, we deliver a MVP in 4-6 weeks after discovery, with full rollout in 8-10 weeks. This includes custom training on your invoice types, integration testing with your TMS, and staff onboarding. Phased deployment minimizes disruption—start with fuel invoices, then expand to full AP. Post-launch, we provide 30 days of support to hit 90% automation, with many clients seeing ROI in the first month through faster payments and error reductions.
Do you offer ongoing support after the initial build?
Yes, we provide flexible maintenance plans starting at 10 hours/month, covering updates for new regulations like FMCSA changes or TMS upgrades. Our team monitors system health, refines AI models based on your evolving workflows, and handles any custom tweaks—like adding backhaul invoice tracking. This ensures long-term efficiency, with 95% of clients opting in for sustained partnership to keep their AP humming as business scales.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.