US trucking and freight / Managed BPO
Freight invoice audit services for carrier billing exceptions
Actigy BPO reviews freight invoices when the amount billed depends on a rate agreement or shipment event. We compare the charge with the applicable rate and supporting records, then return a documented variance or an open question. Your transport and finance teams decide whether to pay, dispute or request a credit.
Agree the scope, access and reviewer before a paid pilot.
- Charge
- Two hours of detention billed
- Agreement
- A free waiting period applies
- Missing evidence
- Departure time is not recorded
- Next action
- Request the gate-out record before deciding
A worked example of the record and decision flow. Not a client case or promised result.
The work. The handoff. Your decision.
A defined workflow in your systems
For logistics finance, transportation procurement and accounts payable teams that have freight invoices, applicable rate agreements and shipment records they are permitted to share.
You provide
Freight invoice, service-date agreement and shipment evidence.
Actigy BPO prepares
Exception worklist with clause, calculation and supporting records.
You retain
Supplier dispute, payment release and acceptance of an adjustment.
Decision owner: Transport-finance or accounts-payable owner. Confirm this role and the escalation contact in the written scope.
Service detail / 01
Which invoice exceptions belong in the queue?
Start where an invoice needs a transport-specific reference. A duplicate invoice number may be clear from the ledger. A detention charge may require dispatch timestamps, the carrier agreement and evidence of when the vehicle was released.
- Compare the billed lane, mode, service level and weight with the shipment record and the contracted rating basis.
- Check fuel surcharges against the agreed index, period and calculation method. Record missing or conflicting clauses.
- Review additional charges such as detention or reweigh fees against the agreement and supporting documents. Flag disputed interpretation for the contract owner.
Worked example
What does a detention exception look like?
Suppose a carrier invoices two hours of detention. The agreement allows a free waiting period, but the delivery record omits the departure time. The reviewer cites the clause, marks the time as unverified and asks for the gate-out record. Finance can see exactly why the charge remains open and what would resolve it.
- Evidence: shipment identifier, billed amount, rate version and supporting document reference.
- Status: supported charge, document needed, calculation difference or contract-owner decision.
- Handoff: proposed next action, assigned owner, deadline and any credit note to reconcile.
Service detail / 03
How do prepayment checks differ from a historical audit?
Before payment, the agreed output is an exception list for the client’s approval workflow. For paid invoices, the output is a documented discrepancy and, where authorized, a draft carrier query. Report proposed variances, carrier-accepted amounts and credits received separately. A flagged charge is not cash recovered.
Service detail / 04
What makes a first batch representative?
Choose one carrier, transport mode and billing period. Sample ordinary invoices as well as known exceptions, and label the two groups separately. Apply the rate version in effect on each service date, including any rate change within the batch. Agree who decides ambiguous clauses and logs corrections before pricing ongoing review.
- Compare the number of invoices received, matched and held for missing records.
- Track effort by exception type and the age of items awaiting shipper or carrier evidence.
- Use the results to choose a per-batch, capacity or scoped project quote. The client approves the next stage.
Service detail / 05
What remains with your transport and finance teams?
Your procurement or transport owner interprets disputed contract terms and approves contact with carriers. Finance decides whether to pay, hold, post adjustments or accept a credit. Actigy’s proposed scope covers evidence preparation and agreed follow-up. Customs advice, carrier negotiations and release of funds require separate authority.
Before the first live queue
Bring the inputs that shape your scope
The proposal should identify what can be assigned, who can decide, and how you will accept the work. Start with one representative queue; agree any expansion after reviewing the pilot.
Define the workload
Modes, carriers, service dates and prepayment or historical review scope.
Agree the controls
Effective rate versions, fuel/accessorial rules and source access.
Review the right measures
Proposed differences, accepted adjustments and credits actually applied.
Before you decide
Buyer questions
Clarify the work, access and approval boundaries before assigning a team.
Can Actigy BPO review freight invoices in our existing systems?
Share the names of your transportation management and finance systems, access restrictions, and available invoice formats. We can scope a workflow in approved tools or agree a controlled export. Confirm access and permitted locations before providing invoice files.
How is freight invoice audit different from accounts payable outsourcing?
Accounts payable checks the invoice workflow, coding, matching and approvals. A freight audit compares transport charges to the applicable rate agreement and shipment evidence. A shipper can keep its existing AP process and assign only unresolved freight exceptions.
Can you recover carrier overcharges?
We can scope a review of previously paid freight bills and prepare the evidence for your team to decide whether to raise a query. Recovery depends on contract terms, records, deadlines and the carrier’s response. Treat a logged variance, an accepted claim and a received credit as separate events.
What should we provide for a quote?
State carrier count, transport modes, monthly invoice volume, exception types and the countries where reviewers may access the data. Describe the rate agreements and shipment records available. Use aggregate information in this form and exchange sample records through an approved channel later.
Can we assign only the exceptions left by our invoice-matching system?
Yes. Define the unmatched rates, accessorials or missing-evidence items your system sends for review. Actigy BPO can work in your existing AP or transport workflow and return the same invoice and shipment references with a documented reason and source. Your team resolves the exception and retains payment authorization; the service does not require replacing your matching system.
Request a freight invoice review
Share invoice volumes, carriers, charge types and the contracts or rate versions your team can make available during scoping. Do not attach invoices here.
Your inquiry
Freight invoice audit
Describe the workload and the decision owner. Keep confidential records out of the form; agree a suitable channel for any later sample.
- Review the fitWe review the workflow and the inputs you provide.
- Define the scopeDiscuss access, coverage, review and the proposed fee.
- Agree a paid pilotApprove the written scope before work begins.