For Trucking Companies Managing Fleet Invoices

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

Reduce invoice processing time from days to hours
Eliminate 95% of manual data entry errors in fuel and maintenance billing
Accelerate vendor payments to improve supplier relationships and discounts

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:

AI-driven data extraction tailored to trucking docs, capturing line-haul rates and accessorial fees with 98% accuracy
Seamless workflow automation that routes invoices through your multi-tier approval chain, from dispatchers to CFOs
Custom dashboards providing visibility into AP aging, helping you negotiate better terms with carriers

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

Step 1

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.

Step 2

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.

Step 3

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

We build from scratch with enterprise-grade code, not patchwork no-code hacks, giving you true ownership over a system that evolves with your fleet's growth
Deep logistics expertise means we anticipate trucking quirks like variable fuel taxes, unlike generic agencies that treat all invoices the same
End-to-end integration creates a unified AP hub, eliminating the 'subscription chaos' of juggling multiple tools that break during software updates
Production-ready scalability handles your 24/7 operations without downtime, backed by our in-house SaaS platforms proven in high-volume environments
Focus on your exact workflow—custom rules for LTL vs. FTL invoicing—delivers a perfect fit, not a forced template that ignores industry realities
We prioritize data security with trucking-compliant encryption, protecting sensitive load data from breaches that plague off-the-shelf solutions
Ongoing optimization post-launch ensures your system adapts to regulatory changes like ELD mandates, keeping you ahead without extra costs
Proven track record in logistics: we've automated AP for fleets with 200+ trucks, reducing errors by 90% where others failed
No vendor lock-in— you own the code, so scaling to add predictive freight costing is seamless and cost-effective
Hands-on senior consultants guide implementation, drawing from real-world trucking challenges to deliver measurable ROI from day one

What's Included

AI-powered OCR tailored for scanned freight bills, extracting details like pallet counts and hazmat surcharges with 99% accuracy
Automated three-way matching against bills of lading, dispatch logs, and proof of delivery
Custom approval workflows with role-based routing for dispatch, accounting, and fleet managers
Real-time discrepancy alerts via mobile app for on-the-road drivers to resolve issues instantly
Integration with major TMS like TMW or McLeod for seamless data sync
Predictive payment scheduling optimized for cash flow, factoring in your carrier discount terms
Compliance engine ensuring IFTA and DOT invoice adherence with automated reporting
Customizable dashboards tracking AP metrics like days payable outstanding and invoice volume by route
Bulk processing for high-volume scenarios, handling 1,000+ invoices during peak seasons
Vendor portal sync to pull invoices directly, reducing email clutter and manual uploads
Error correction AI that learns from your past disputes to prevent repeats
Export capabilities to ERP systems like SAP or Xero for effortless month-end closes

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.