Freight Audit, Invoice & Payment Workflows
A freight audit and payment workflow platform that validates carrier invoices against shipment and rate data, flags discrepancies, and routes exceptions for review before payment.
Automated
Shipment-to-invoice validation
Exception-first
Teams focus on billing discrepancies
Traceable
Every validation and approval recorded
16 weeks
From discovery to production-ready workflow
The challenge
Freight invoices required too much manual validation
The client’s logistics and finance teams were processing invoices from multiple carriers and vendors, each containing shipment references, contracted rates, accessorial charges, surcharges, and other billing details.
Before payment, teams had to manually compare invoice lines against shipment records and commercial agreements. Duplicate invoices, incorrect rates, unexpected accessorial charges, and mismatched shipment information could be difficult to identify consistently.
As shipment volume increased, manual validation consumed more time and made it harder to maintain the same level of control across every invoice.
The client needed a system that could automate routine freight-audit checks while giving finance and operations teams a clear workflow for genuine exceptions.
What we built
An automated freight-audit workflow that validates invoices before payment
We built a freight-audit platform that matches incoming carrier invoices against shipment data, rate agreements, and configured validation rules. The system checks invoice details before payment and identifies potential issues such as duplicate billing, rate mismatches, unexpected charges, or incomplete shipment references. Invoices that meet configured rules can move through the workflow more efficiently, while exceptions are routed to the appropriate user for investigation and resolution. Every validation result, reviewer action, and approval decision is recorded, providing a clear audit history across the invoice lifecycle.
Shipment-to-Invoice Matching
Automatically connects invoice lines to the relevant shipment, booking, or freight record.
Rate & Charge Validation
Compares billed rates, accessorial, surcharges, and other charges against configured commercial agreements.
Exception Management
Flags discrepancies and routes them into a structured review workflow instead of relying on manual spreadsheets or email.
Payment Workflow
Tracks invoice status from validation through review, approval, and readiness for payment.
Technologies used
The results
More controlled freight payments with less repetitive checking
- Carrier invoices can be matched automatically to shipment records.
- Duplicate invoices and potential billing inconsistencies are identified earlier.
- Rates and accessorial charges can be checked against configured commercial agreements.
- Exceptions are routed into a structured review process.
- Finance teams gain clearer visibility before invoice approval and payment.
- Reviewer actions and validation results remain available for audit.
- Reporting helps identify recurring discrepancies by carrier, charge type, or workflow stage.
- The process scales more effectively as shipment and invoice volume increases.
Have a similar workflow to fix?
If manual review or a first-in-first-out process is slowing your team down, we'd be glad to talk through whether a similar approach could work for you.