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AI agent for accounts payable specialists

Carrier Invoice Audit Agent

Pay carriers only what was agreed and documented

Budgets and moneyQuality controlSalesFinanceOperations
See how it worksGet access
Carrier Invoice Audit Agent: what goes in, what the agent does and what you get

What it does

Brokers receive carrier invoices every day, and paying the wrong amount, or paying a fraudster, erodes thin margins. This agent matches each invoice to its rate confirmation, proof of delivery and approved accessorials. It checks the line haul rate, fuel surcharge, detention hours against the check-in and check-out times on the POD, and lumper charges against receipts. Detention is paid only for hours beyond free time. It compares remit-to details with the carrier profile to catch payment fraud, and any bank account change needs verbal confirmation with the registered contact. Mismatched lines go back to the carrier with the specific line in question, and the revised invoice is checked again. Accounting approves payment. Edge case: a changed bank account always needs verbal confirmation before payment.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Carrier invoice received 2 USES A TOOL Match invoice to rate confirmation and POD 3 DOES Check rate, fuel, detention and lumper lines 4 CHECKS THE RESULT Do all lines match the rate confirmation andsupporting times or receipts? If not: send the disputed lines back to the carrier andwait for a revised invoice. Back to step 3. 5 USES A TOOL Compare remit-to details with the carrier profile 6 CHECKS THE RESULT Do payment details match the carrier profile? If not: hold payment and verify by phone with theregistered contact. Back to step 5. 7 YOU APPROVE Accounting approves payment 8 RESULT Invoice queued for payment
Read the steps as a list
  1. Carrier invoice received
  2. Match invoice to rate confirmation and POD
  3. Check rate, fuel, detention and lumper lines
  4. Do all lines match the rate confirmation and supporting times or receipts?If not: send the disputed lines back to the carrier and wait for a revised invoice. Back to step 3.
  5. Compare remit-to details with the carrier profile
  6. Do payment details match the carrier profile?If not: hold payment and verify by phone with the registered contact. Back to step 5.
  7. Accounting approves paymentThe agent waits here for your OK.
  8. Invoice queued for payment

How it decides

Each invoice line must match the rate confirmation or an approved accessorial with supporting times or receipts.

  • Detention paid only for hours shown on the POD beyond free time
  • Lumper paid only with a receipt
  • Bank changes need verbal confirmation

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Detention free time and rate
  • Tolerance for small differences
  • Documents required per charge type
  • Payment approval levels

What keeps you in control

It always asks you first

  • Payment release
  • Accepting a charge without documents

Hard limits

  • Never pays invoices itself
  • Never updates bank details without verbal confirmation

It stops when

  • Done: invoice approved for payment
  • Stop: no POD received

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensAn invoice for load 48213 billed 3 hours of detention at $75 an hour, but the POD showed only 1.5 hours beyond free time, so the line check failed. The agent sent the line back to the carrier with the POD times. The revised invoice cut detention from $225 to $112.50. Remit-to details matched the profile, and accounting approved payment.

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