How to Automate Freight Reconciliation with Linbis
One of the most time-consuming processes in logistics finance is freight reconciliation—the comparison of carrier invoices against original quotes and shipment records.
Manual reconciliation requires hours of work, leads to human error, and often results in carriers being overpaid due to unnoticed discrepancies.
Manual reconciliation requires hours of work, leads to human error, and often results in carriers being overpaid due to unnoticed discrepancies.
Introduction
With Linbis automated freight reconciliation, companies can streamline this process by matching invoices automatically with quotes and shipments, flagging errors instantly, and approving accurate charges for payment.
Step 1: Capture Carrier Invoice
- Carrier invoices received via email, EDI, or portal are automatically imported into Linbis.
- Invoice details (rates, surcharges, shipment ID) are parsed and structured.
Step 2: Match with Shipment Data
- Linbis automatically cross-checks invoice fields against:
- Original rate quote.
- Actual shipment details (weight, distance, mode, surcharges).
- Original rate quote.
Step 3: Validate and Flag Discrepancies
- If invoice matches → auto-approved for payment.
- If discrepancies detected (overcharges, duplicate billing, missing discounts) → flagged for finance review.
Step 4: Automate Approvals and Escalations
- If invoice matches → auto-approved for payment.
- If discrepancies detected (overcharges, duplicate billing, missing discounts) → flagged for finance review.
Step 5: Reporting and Analytics
- Linbis generates reconciliation dashboards showing:
- Percentage of invoices auto-approved.
- Total cost savings from detected errors.
- Carrier accuracy scorecards.
- Percentage of invoices auto-approved.
Advanced Features
- Multi-currency support for international invoices.
- AI anomaly detection for unusual charges.
- Integration with QuickBooks, SAP, Xero for seamless financial workflows.
- Audit trail for compliance and dispute resolution.
Real-World Example 🚛
A freight forwarder in Florida automated freight reconciliation with Linbis. In 6 months:
- Detected 7% overbilling across carriers.
- Saved 120+ hours per month in manual audits.
- Finance team reported faster month-end closings.
Benefits 📈
- Accuracy: Ensure every invoice matches shipment and quote.
- Efficiency: Reduce manual finance workload.
- Cost Savings: Eliminate overpayments and billing disputes.
- Transparency: Full visibility of carrier performance.
- Scalability: Manage hundreds of invoices daily with no extra staff.
Conclusion
Automating freight reconciliation with Linbis ensures financial accuracy, prevents overpayments, and improves efficiency. By using smart workflows that cross-check invoices with quotes and shipments, logistics providers gain confidence in their finances while saving valuable time.