A comprehensive, interactive checklist to ensure accurate freight invoice reconciliation, prevent billing errors, and maintain cost control across your logistics operations. Use this systematic approach to verify every freight invoice before payment approval.
Freight invoice reconciliation is critical for maintaining accurate financial records and controlling logistics costs. Studies show that up to 15% of freight invoices contain errors, resulting in millions of dollars in overcharges annually for large organizations. A systematic reconciliation process helps identify discrepancies early and ensures you only pay for services actually received.
Beyond cost savings, proper invoice reconciliation provides valuable data for budgeting, carrier performance evaluation, and logistics optimization. It also ensures compliance with audit requirements and helps maintain strong relationships with logistics providers through accurate, timely payments.
Confirm shipment reference numbers, dates, origin/destination addresses, and consignee information match your records exactly. Cross-reference with shipping manifests and booking confirmations.
Ensure billed service type (express, standard, economy) matches what was requested and delivered. Check delivery timeframes against promised service levels and SLA commitments.
Verify actual weight and dimensional measurements against carrier scales and measurements. Review dimensional weight calculations and billing tier assignments for accuracy.
Confirm rates match contracted pricing, including base rates, fuel surcharges, and zone pricing. Check for correct application of volume discounts and negotiated rates.
Review all additional charges including fuel surcharges, residential delivery fees, extended area surcharges, handling fees, and security charges. Ensure each surcharge was actually incurred and properly calculated.
Verify charges for special services like liftgate delivery, inside delivery, appointment delivery, signature confirmation, and insurance coverage. Confirm these services were requested and provided.
Verify delivery date and time against proof of delivery documentation. Confirm successful delivery to correct recipient and address. Check for any service failures that might warrant credits or refunds.
For international shipments, verify customs duties, taxes, brokerage fees, and handling charges. Ensure proper documentation and that charges align with customs declarations and tariff classifications.
Check insurance charges against actual coverage requested. Review any damage claims, processing fees, or liability limitations. Ensure insurance terms match shipment value and risk profile.
Use tracking numbers to verify shipment progression through carrier network. Confirm pickup dates, transit times, and delivery completion match invoice details and service commitments.
Verify application of any credits, refunds, or billing adjustments from previous disputes or service failures. Ensure proper accounting for promotional credits or volume rebates.
Record all identified discrepancies with supporting documentation. Follow established dispute resolution procedures with carriers. Track dispute status and resolution timelines for process improvement.
While manual reconciliation catches errors, automated systems can significantly reduce workload and improve accuracy. Consider implementing freight audit software that can automatically match invoices against shipment data, flag discrepancies for review, and track dispute resolution. AuditVue provides comprehensive freight invoice reconciliation with automated matching, exception reporting, and integrated dispute management.
Manual invoice reconciliation is time-consuming and error-prone. AuditVue automates the entire process, from invoice matching to dispute resolution, helping you recover overcharges and prevent future billing errors.