Payables & Receivables
AI Accounts Payable Agent
Runs invoice intake, matching and approval routing for payables.
Payables & Receivables
AI Invoice Intelligence for Logistics
Carrier and haulier invoices are read, checked against the shipment they bill for, and coded before anyone keys them in.
Carrier and haulier invoices are full of shipment references, fuel surcharges and accessorial charges, and checking each one against the job it bills for takes hours. This edition reads those invoices, pulls out the references and charges, checks them against your shipment records and rules, and codes them to your accounts. Anything doubtful waits for one finance reviewer.
- Carrier invoices checked against the shipment they bill for
- Surcharges and accessorials coded per route, depot or customer
- Duplicate invoice numbers stopped before they are entered
$4,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Invoice Intelligence for Logistics reads the carrier, haulier and warehousing invoices a logistics business receives, pulls out shipment references, surcharges and totals, checks them against your rules and coded accounts, and sends anything doubtful to a finance reviewer. It includes the Logistics workflow template. Duplicate invoices are caught before entry.
Why businesses buy it
In logistics, margins are thin and overbilling hides in the detail: an unexpected surcharge, a duplicate invoice, a charge for a shipment that was never moved. Checking every carrier invoice by hand is slow, so many are simply paid. This edition checks each invoice against your shipment data and rules, codes costs correctly and puts only the exceptions in front of a person, so you pay what you owe and see true costs per route or customer. The Scope Card fixes the intake route, invoice types and testing before you order.
Problems this solves
Carrier invoices arrive with surcharges nobody checks line by line
Each carrier, haulier and warehousing invoice is read for shipment references, surcharges and totals. The Logistics validation rules check these against your coded accounts and flag anything doubtful for a reviewer.
The same subcontractor invoice gets paid twice
Duplicate invoices are caught before entry, including resends with small changes. A finance reviewer sees the likely match and decides, rather than discovering the double payment later.
Fuel and accessorial charges are hard to tie back to shipments
Shipment references are captured on every invoice using the Logistics invoice field set. Costs can then be matched to the job or lane, making margin checks easier.
A good fit if
Subcontracted carriers and hauliers each send invoices in their own layout, and someone matches every one to a job by hand.
Invoices carry fuel surcharges, waiting time or other extra charges that need to land on the right expense line.
Your shipments live in a TMS or tracking system, and you want an invoice's shipment reference checked against it before it posts.
Finance wants a short exceptions list each week instead of a pile of PDFs to retype into QuickBooks.
Not the right fit if
Your backlog is proofs of delivery, customs forms or other shipping paperwork rather than supplier invoices. See AI Document Extraction for Logistics, which handles general document types.
You need customers' where-is-my-shipment questions answered. See AI Operations Assistant for Logistics, built for tracking and operational requests.
You want approval routing and payment runs handled as well as capture. See AI Accounts Payable Agent, which covers the payables workflow end to end.
You need more than three invoice types or a third connected system. Add a note at checkout for a Change Quote before work begins.
How it works
- Invoices arrive in one place. Carriers keep emailing the inbox they already use, or your team drops scans into an upload folder.
- Each line is read for logistics detail. Shipment or consignment reference, lane, base freight, surcharges, tax and total come out as separate fields, up to 25 per invoice type.
- Your rules check the money. Line items must add up to the total, the reference must exist in your TMS export or tracking system, and repeat invoice numbers are caught.
- Charges are coded the way you report. Freight, fuel surcharge and storage can each map to their own account and cost center in your chart of accounts.
- Exceptions wait for a person. A missing reference, a failed sum or a low-confidence field goes to the reviewer you name, with the original invoice beside it.
- Approved invoices post to your ledger. QuickBooks or your chosen accounting system receives the checked data, and nothing posts without passing your rules.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- At least 20 real invoices for each type you want handled, such as carrier, haulier or warehouse storage invoices, redacted where needed.
- The fields to capture from each type, including how your carriers show shipment references and surcharges.
- Your validation rules, for example which references must exist in the TMS and which charge types need a second look.
- Read access to your TMS or tracking export, and write access to the accounting system that receives approved invoices.
- Your chart of accounts and cost centers for freight, surcharges and storage.
- The name of the person who reviews flagged invoices, and admin access and API keys for each connected system, never sent by email.
- One decision-maker who can approve the rules and the accuracy report.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified: sample carrier invoices, field list and TMS access confirmed.
Weeks 1–2
Extraction for each invoice type built, surcharge and reference fields mapped.
Week 3
TMS lookup, accounting destination and exceptions queue connected.
Weeks 3–4
100 of your invoices processed and the accuracy report shared.
Week 4
You review the results; two rounds of changes made.
Go-live
Live on your inbox or folder, recorded handoff held, 30 days of support begins.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $4,900 |
| Express | 15–25 working days | $5,750 |
| Rush | 10–20 working days | $6,600 |
What you receive at handover
- Invoice extraction for carrier, haulier and warehousing invoices on one intake route
- The Logistics invoice field set, coding rules and validation checks
- Connection to one source and one destination system, plus a human review queue
- Test report from 100 sample logistics documents, with an accuracy report
- Admin guide and recorded 60-minute handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- Can help stop duplicate and overcharged carrier invoices from being paid.
- Makes it easier to see the true cost of each shipment.
- Duplicate invoices caught
- Count duplicates flagged by the system each month and compare with credit notes or refunds chased the year before.
- Surcharge disputes raised
- Count surcharge queries sent to carriers for a quarter before launch and the quarter after.
- Time to process a carrier invoice
- Time a sample from arrival to posting before launch and repeat with a similar mix after.
Before you start: Note how many carrier and subcontractor invoices arrive monthly. Record any duplicate payments or surcharge disputes from the last quarter.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
You pay for the build once. After that, OCR and AI usage plus storage cost roughly $30 to $200 a month in your own accounts, rising with the number of invoice pages your carriers send.
Usage during build and testing is billed to your accounts too. This is operational support for your finance team, not regulated financial, tax or investment advice.
Ask about running costsCustom requirements
A fourth invoice type, a second intake inbox or a link to a third system is outside this Scope Card. Add a note at checkout and you receive a written Change Quote; your original order keeps its timeline either way.
Request a custom versionKeep it running
Monthly maintenance is recommended: monitoring, fixes and monthly change hours, enough to add a new carrier's layout or a new surcharge code. Maintenance begins after the 30 days of support and can be cancelled in any month.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A freight audit service usually takes a fee per invoice or a share of savings | A custom agency quotes after discovery calls | Ours is one fixed price, shown before you buy |
| Shipment check | A generic capture tool reads the invoice but knows nothing about your shipments | An agency build depends on what was agreed | Ours checks each reference against your TMS or tracking export |
| Surcharges | A capture tool often lumps extra charges into one total | Depends on the brief | Ours splits freight, fuel and other charges onto the accounts you set |
| Delivery | A capture tool needs a template per carrier before it is useful | An agency usually takes several weeks, set per project | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Can AI Invoice Intelligence for Logistics handle a different layout from every carrier?
Yes. It reads invoices by their content rather than a fixed template, so a new haulier's layout does not need a separate setup. We test it on at least 20 real invoices per type during the build, and any field it is unsure about goes to your reviewer instead of posting.
Does it check a carrier invoice against our TMS?
Yes, if your TMS or tracking system is one of the two connected systems. A validation rule can confirm that the shipment or consignment reference on the invoice exists before the invoice moves on. An invoice whose reference cannot be found lands in the exceptions queue with the reason shown.
How are fuel surcharges and waiting-time charges coded?
Each charge type can map to its own account and cost center, following the chart of accounts you provide. Base freight, fuel surcharge and accessorial charges such as waiting time are captured as separate line fields, so your reports show what each lane really costs instead of one blended total.
What does the logistics edition add over standard AI Invoice Intelligence?
It adds the Logistics workflow template, carrier-specific field mapping for shipment references, surcharges and accessorial charges, and testing on real logistics invoices such as carrier, fuel card and warehouse bills. The scope limits match the standard build. Both prices and the delivery options are shown on their pages before you order.
Which accounting systems can receive the checked invoices?
QuickBooks is the usual destination, and Xero, Zoho Books, NetSuite or Tally can take its place. One accounting system and one source system, such as your TMS, fit inside the scope. Approved invoices are written to the destination; anything flagged stays in review until a person clears it.
What happens if our carriers send invoices late or in batches?
Nothing breaks. Batches are processed invoice by invoice as they arrive in the inbox or upload folder, and the duplicate check stops the same invoice number from being entered twice. Running costs track page volume, so a heavy month-end batch costs a little more in usage, within roughly $30 to $200 a month.
Can we add a new invoice type, such as customs broker invoices, later?
Yes, within the limit of three invoice types on the Scope Card. If you already use all three, a fourth is a Change Quote. Adding a new carrier layout to an existing type is lighter work and fits inside the monthly change hours that come with maintenance.
Stop matching carrier invoices to shipments by hand.
Order AI Invoice Intelligence for Logistics and on a fixed delivery date your carrier and haulier invoices are read, checked against shipments and coded, with exceptions waiting for one reviewer.
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