The process
From the moment you send your paperwork to the point credits land back with you. Your involvement is the first ten minutes and the final approval.
Almost no billing error is visible from the invoice alone. A charge is only wrong relative to something else — what was agreed, or what actually moved. That is why an audit needs three documents, and why checking invoices in isolation finds so little.
A month of carrier invoices to start with. Your rate agreement or carrier contract. Bills of lading or proofs of delivery if you hold them — useful but not essential for a first look.
Any format. PDFs, scans, photographs taken on a phone, spreadsheet exports, CSV. Whatever your carrier already sends you, and whatever your system already produces.
There is no template to fill in and no data to re-key. If we had to ask you to reformat anything, most of the value of the exercise would be gone before we started.
Documents are read and matched to each other — invoice to consignment reference, charge to rate line. Then 45 checks run across the batch.
Matching is most of the work. The same carrier appears under three different names, references arrive formatted three different ways, weights come in kilos on one document and pounds on another. All of it has to line up before a single charge can be judged.
Where a match is ambiguous, the charge is skipped rather than guessed. Guessing is how audits manufacture claims that fall apart.
You receive the findings report and a dispute pack per carrier. You approve what gets claimed. We lodge and chase, or hand the packs to your team if you would rather keep the carrier relationship in-house.
Nothing goes to a carrier without your approval. It is your commercial relationship, and you decide what is worth pursuing.
Most findings are settled as a credit on your next invoice rather than a refund, and most carriers treat a documented billing dispute as routine accounts work.
A first batch of a month's invoices is usually reviewed within a few working days. Claims take as long as your carriers take — that part is outside anyone's control, and it is the reason our fee only falls due once money has actually landed with you.
Recoveries are not the whole benefit. Where a wrong rate sits on a carrier's table, correcting it stops the overcharge repeating every month afterwards. We do not charge anything on that ongoing saving.
Will this damage our carrier relationship?
A documented billing error is routine accounts payable work. Carriers deal with it daily. Most corrections are quiet, forward-looking and handled at the billing level.
What if we already check our invoices?
Then a free review either confirms your process works — which very few businesses can say with evidence — or finds what slipped through.
What if you find nothing?
You pay nothing, and you have independent confirmation your freight billing is clean.
The common worry is that this becomes another recurring job for someone already busy — exporting files, chasing paperwork, managing a supplier. It does not, because the work that takes time only happens once.
You send a month of invoices, your rate agreement, and delivery records if you hold them. We do the setup: loading your contracted rates, learning how your carriers format their references, mapping their invoice columns.
Your rates are already loaded and your carriers' formats are already understood. The same 45 checks run against the same contract automatically. There is nothing to set up again and nothing new to explain.
Most carriers will email invoices to a second address on request. Add us and the batch arrives without anyone at your end doing anything. You see the report; you never touch the paperwork.
It is the smallest commitment that produces a real answer.