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AI agent for freight brokers

Detention and Accessorial Billing Agent

Every valid detention or accessorial charge is billed with proof

Budgets and moneySalesOperations
See how it worksGet access
Detention and Accessorial Billing Agent: what goes in, what the agent does and what you get

What it does

Detention charges are easy to lose: no one timestamps the wait, the proof is in a driver's text, and the customer disputes the bill weeks later. After each delivery, this agent reads pickup and delivery times and compares the waiting time with the free time in the contract. When the wait goes over, it builds a claim: it gathers gate logs, check-in times and messages, and checks that each claim is backed by at least two sources. If proof is missing it asks the driver or shipper and rechecks. It then drafts the invoice line with the evidence attached. The broker approves billing the customer. Edge case: the driver arrived before the appointment window, so the free time starts at the window.

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 Delivery or pickup completed 2 USES A TOOL Read arrival, appointment and departure times 3 DOES Compute waiting time after the free time 4 CHECKS THE RESULT Is there detention over the free time? If not: close the load with no claim. Back to step 2. 5 USES A TOOL Gather gate logs, messages and check-in records 6 CHECKS THE RESULT Do at least two sources confirm the times? If not: ask the driver or shipper for proof and recheck.Back to step 4. 7 DOES Build the claim with the rate and total 8 DOES Draft the invoice line with the evidence attached 9 YOU APPROVE Broker approves billing the customer 10 RESULT Detention invoice ready or load closed with no claim
Read the steps as a list
  1. Delivery or pickup completed
  2. Read arrival, appointment and departure times
  3. Compute waiting time after the free time
  4. Is there detention over the free time?If not: close the load with no claim. Back to step 2.
  5. Gather gate logs, messages and check-in records
  6. Do at least two sources confirm the times?If not: ask the driver or shipper for proof and recheck. Back to step 4.
  7. Build the claim with the rate and total
  8. Draft the invoice line with the evidence attached
  9. Broker approves billing the customerThe agent waits here for your OK.
  10. Detention invoice ready or load closed with no claim

How it decides

A claim is built only when waiting time after free time is positive and at least two sources agree on the times. Missing proof triggers a request before billing.

  • Start free time at the appointment window, not at early arrival
  • Require two sources that agree before claiming
  • Bill the contract rate per hour, rounded as the contract says
  • Skip claims below the minimum amount set

Make it yours

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

  • Free time rule
  • Hourly rate
  • Minimum claim amount
  • Proof sources required

What keeps you in control

It always asks you first

  • Broker approves billing the customer
  • Broker approves waiving any charge

Hard limits

  • Never bill without approval
  • Do not include charges without proof
  • Keep records for each claim

It stops when

  • Done: claim billed or no claim recorded
  • Stop: the customer disputes and the broker takes over

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 happensA driver reaches a plant at 8:10 for an 8:30 appointment and leaves at 12:40. Free time is 2 hours from 8:30, so detention is 2 hours 10 minutes at $65 an hour. Gate log shows 8:12 and the driver text shows a 12:35 exit. The agent notes a 5-minute gap, asks the driver, and confirms 12:40. The broker approves $143.

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