Freight document processing
Every load's paperwork (rate confirmation, BOL, POD, carrier invoice) collected, matched, and reconciled, with missing documents chased automatically so billing never waits.
The problem
Each load generates at least four documents that must agree before anyone gets paid, and reconciling them manually runs about 20 minutes per load.
A missing POD stalls everything: the shipper won't pay, the carrier's factoring won't clear, and someone spends the afternoon calling for a photo of a signed sheet.
Check calls consume dispatcher hours: shippers want tracking updates that add up to an hour of phone time per load.
How the agent runs it
Collect
Documents arrive by email, upload, or photo. Each is classified and indexed to its load automatically.
Match
Carrier invoice, rate confirmation, and POD get three-way matched: rates, accessorials, detention times.
Chase
Missing paperwork triggers automatic follow-up with the carrier until it lands.
Clear
Matched loads release to billing. Discrepancies queue for a person with the difference highlighted.
Human in the loop
Where your team stays in charge
Disputed accessorials, short-pay decisions, and anything touching a claim stay human. The agent assembles the file; your people make the money calls.
invoice_supplierco_0447.pdf
prepared by Passcut agent, overnight
What changes
Typical before and after for this workflow. We measure your baseline during the audit and commit to numbers per engagement.
| Before | With the agent | |
|---|---|---|
| Reconciliation | ~20 min per load | Automatic; exceptions only |
| Missing PODs | An afternoon of calls | Chased automatically |
| Billing lag | Days waiting on paperwork | Releases when documents match |
| Filing | Sorted by hand | Classified and indexed per load |
Connects to what you run
- AscendTMS
- Tai TMS
- McLeod
- QuickBooks
- Gmail / Outlook
- Google Drive
Different stack? We integrate through the official API first, exports and email second, browser automation last. The audit tells you where your tools sit before you spend anything.
Common questions on this workflow
Our carriers send photos of crumpled BOLs from a truck cab.
That is the normal input, not the edge case. Unreadable documents get flagged and re-requested automatically.
Can it start freight claims?
It can assemble the claim file and watch the deadlines, which are short for concealed damage. Filing and settlement decisions stay with your team.
Related: Invoice processing automation, Receipt & expense data extraction, AP approval workflow automation
See what freight document processing would save you
45 minutes. We map the workflow as you run it today, estimate the hours an agent returns, and quote the pilot. No obligation.