Billing & Reconciliation
Transform carrier invoice chaos into clean, reliable financial data
The Problem We Solve
Manual Processing Burden
- Downloading invoices from 5–10+ portals
- Re-keying into spreadsheets/accounting
- Matching thousands of line items
- Validating against rate cards
- Chasing unexplained surcharges
- Creating ERP journal entries
Time Cost: 10–15 hours per week
Error-Prone Reconciliation
- 5–8% carrier billing error rate
- Unexpected surcharges
- Rate card mismatches
- Duplicate charges
- Dimensional weight re-rating
- Incorrect fuel surcharge
Financial Cost: 2–5% overpayment on shipping
Limited Visibility
- Costs buried across systems
- No consolidated carrier spend
- Hard to find savings
- P&L delayed by backlog
- No surcharge trend insights
- No carrier performance benchmarking
Strategic Cost: Lost leverage & optimization
Automated Invoice Processing
OCR upload, AI extraction, rate validation, and anomaly detection
1. Upload Any Format
- PDF from carrier portals
- CSV/Excel exports
- EDI/XML feeds
- Email forwarding
- Direct carrier APIs
Demo placeholder: drag-and-drop invoice upload
2. AI Data Extraction
- Carrier, account, invoice & period
- Shipment lines & tracking
- Base charges & surcharges
- Taxes, totals, terms
- Currency & FX rates
3. Auto Matching
- Link charges to shipments
- Match weight, dims, destination
- Flag orphaned charges
- Detect missing charges
4. Rate Validation
- Compare to contracted rates
- Expected vs actual cost
- Dim weight re-rating checks
- Surcharge applicability
- Auto-generated dispute docs
5. Anomaly Detection
- Duplicate invoices
- Service level mismatches
- Out-of-tolerance weights
- Zone calculation errors
- Unexpected surcharges
Multi-Carrier Support
Format-specific extraction for accuracy
- Royal Mail, DPD (UK/Local), Evri
- UPS, FedEx, DHL
- Yodel, Parcelforce, TNT
- Amazon Logistics (Seller Flex)
- + 170 more carriers
ERP & Accounting Integration
Seamless exports with categorisation, allocation, tax handling and GL mapping
Direct API
- QuickBooks (Online/Desktop)
- Xero
- Sage (50cloud, 200, Intacct)
- SAP (B1, S/4HANA)
- NetSuite
- Microsoft Dynamics
File-Based Exports
- CSV/Excel with mapping
- IIF (QuickBooks Desktop)
- OFX/QIF
- Custom/proprietary formats
Output placeholder: export mapping to chart of accounts
Data Enrichment
- Category by carrier & service
- Surcharge grouping
- Returns & duty fees
- Cost centres & departments
- Channel attribution
- VAT & multi-currency
Financial Reporting & Analytics
Visibility that reveals savings and drives better decisions
Cost Analysis
- Spend by carrier & service
- Domestic, EU, international
- Trends & budget vs actual
- Cost per shipment & zone
- Weight band comparisons
Surcharges Deep Dive
- Fuel trends
- Residential & extended area
- Additional handling & address correction
- Weekend delivery premiums
Performance vs Cost
- Cost per successful delivery
- Redelivery & exceptions
- Returns cost by carrier
- Efficiency benchmarking
Reconciliation & Compliance
Matching Analysis
- % invoices fully matched
- Unmatched shipments
- Orphaned & missing charges
- Status by carrier
Billing Discrepancies
- Overcharges with evidence
- Service level errors
- Weight/dimension disputes
- Unauthorized surcharges
- Total dispute value
Rate Card Compliance
- Actual vs contracted rates
- Compliance % by carrier
- Unnotified increases
- Volume tiers & minimums
- Full audit trail
Profitability Analysis
By Customer
- Highest cost customers
- Shipping cost vs revenue
- Free-shipping threshold breaches
- Low-margin flags
By Product
- SKUs with highest cost
- Dimensional weight impact
- Packaging recommendations
- Profit after shipping
Channels & Regions
- Amazon, eBay, website, B2B
- Fees + shipping totals
- Urban vs rural variance
- International profitability
- Zone optimization
Savings Opportunities
Automated Recommendations
- “Switch 23% of Zone 8 to Carrier B for £4,500 monthly savings”
- “Consolidate small packages to cut residential surcharges by 15%”
- “Renegotiate Royal Mail rates—volume threshold achieved”
- “31 addresses trigger correction fees—cleanse CRM”
Dispute Management
- Auto-generated dispute packs
- Submission tracking
- Credit memo management
- Historical reconciliation records
Ready to Eliminate Invoice Headaches?
Save 10–15 hours per week and recover 2–5% of shipping spend through error detection and rate validation.