Freight billing and invoicing
Invoices out the same day, with the documents that stop them being short-paid.
Cash flow problems at small carriers are usually not revenue problems. They are billing problems. The freight moved, the money is owed, and the invoice went out three weeks late with a proof of delivery that nobody can read.
Billing is a process that rewards being boring and on time. It is exactly the kind of work that suffers when it is squeezed into an evening.
What is included
- Same-day or next-day invoicing on delivered loads
- Document pack assembly: rate confirmation, bill of lading, proof of delivery, receipts
- Invoice checked line by line against the rate confirmation
- Accessorial claims with the supporting documentation attached
- Submission through broker portals, email or your factoring company
- Aged receivable chasing on a fixed schedule
- Short pay investigation and dispute preparation
Getting the pack right the first time
Most payment delays are not disputes. They are an incomplete submission sitting in an exceptions queue at the brokerage until somebody works through it.
The fix is a checklist applied every time. Broker load number copied rather than retyped. Proof of delivery legible with a printed name and a time. Lumper receipt attached. Accessorials matched to the written approval. Totals matching the rate confirmation to the cent.
It takes an extra four minutes per load and it is the difference between thirty days and sixty.
Accessorials, documented as they happen
Detention claimed at invoice time usually fails. Detention notified to the broker at the moment free time expired, with a timestamp and an arrival record, usually does not.
That means the billing work starts while the load is running rather than after it delivers, which is one of the reasons billing and dispatch sit better together than apart. Our dispatch desk documents the accessorial when it happens and the billing desk collects on it.
Chasing on a schedule
Aged receivables get worked on a fixed day every week rather than when somebody remembers. Thirty days, forty-five, sixty, each with a different approach and a different person to contact. You get the list and the status, and you decide when something escalates.
Common questions
Questions we get asked
Do you work with factoring companies?
Yes. We prepare and submit the pack to your factor in the format they require, and we handle the queries that come back.
Can you chase short pays?
Yes, including assembling the documentation for a dispute. Whether to escalate or write one off is your decision, and we will tell you honestly when we think a claim will not survive.
How quickly do invoices go out?
Same day where the documents are complete, next day where they are not and need chasing. The document chasing is the variable, which is why it starts while the load is still running.
Other services
Track and trace
Proactive check calls and customer updates around the clock, so your customer hears about a delay from you rather than from their own receiver.
Read moreFreight sales desk
Outbound calling, shipper prospecting, carrier sales and lead qualification. The calls that never happen because everybody is busy moving freight.
Read moreAfter-hours dispatch
Overnight and weekend coverage. Breakdowns handled, check calls made, boards worked, and a written handover waiting when your office opens.
Read moreTell us what is falling through the cracks
A short call is enough to work out whether a dedicated seat, a shared seat or a single service is the right shape. No commitment, no pressure, and we will say so if we are not the right fit.