SOLUTIONS · TRUCKING & FREIGHT

From rate confirmation to paid invoice, without the back office drowning.

The rate con arrives and someone retypes it into the TMS. The POD sits unmatched for two weeks, so the invoice does too. Detention happened, but nobody logged the in/out times, so it never gets billed. We automate the paperwork between dispatch and getting paid.

Book a process review Pricing
THE MANUAL REALITY

Where the hours actually go

The cash cycle of a carrier or brokerage runs through four pieces of paperwork. Each one is usually handled by hand.

01
Rate-confirmation extraction and load creation Every rate con read and rekeyed into the TMS — pickup, delivery, rate, accessorials, references. A transposed reference number here becomes a payment problem sixty days later.
02
Dispatch records and driver communications Load details relayed to drivers by text and phone, then reconstructed later for the file. Check calls answered from memory instead of a record.
03
POD collection and matching PODs arrive as photos, faxes and email attachments — or don't arrive. Someone chases, matches each one to its load, and the invoice waits on all of it.
04
Detention tracking and invoice packages In/out times live in text threads, so billable detention goes unbilled. Invoice packages assembled by hand — rate con, POD, accessorials — one load at a time.
THE AUTOMATED WORKFLOW

From the rate con to the invoice package.

Your TMS and your factoring arrangement stay put; the automation handles the reading, matching and assembling in between.

INPUTS · AS-IS
Rate confirmationsDriver texts + photosPOD scansFacility in/out timesTMS + accounting data
→
VENDORVITA LAYER
Extracts every rate con into a load recordBuilds the dispatch record as events happenCollects, reads and matches PODs to loadsComputes detention from logged timesAssembles the invoice package the day of delivery
→
OUTPUTS · RECURRING
TMS-ready load recordsComplete dispatch filesMatched POD archiveDetention claimsInvoice packages, same-day
PRODUCT DEMONSTRATION

Rate con to invoice package, on screen.

These screens are from the working platform — the financial side of the same engine: categorized deductions and the recovery ledger. The trucking-specific pass, rate con to invoice package, is demonstrated live on every process review with your rate cons or our anonymized set.

Deductions categorized with verdicts
DEDUCTIONS CATEGORIZED WITH VERDICTS
Recovery ledger — filed, won, aging
RECOVERY LEDGER — FILED, WON, AGING
Both tools are live on this site — click through every screen. Open the live demo →
PRICING — THIS VERTICAL

Trucking Back-Office Automation

Priced before we start, and the same stages for every client. Terms are on How we work.

STAGEENGAGEMENTWHAT IT BUYS
Assessment Fixed fee Back-office map from rate con to cash, quantified opportunity, roadmap
Pilot Fixed fee One workflow live — usually rate-con extraction or POD matching
Implementation Fixed fee The full cycle: load creation, dispatch records, PODs, detention, invoicing
Support Monthly retainer/mo Monitoring, corrections, refinements. Billed in advance, three-month minimum
30 MINUTES · NO CHARGE

Book a process review.

Bring the process that eats your team's hours. We map it live and tell you honestly whether it is worth automating.

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