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AI agent for logistics managers

Freight Invoice Audit Agent

Pay only correct freight charges and recover overbilling

Budgets and moneyQuality controlOperations
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Freight Invoice Audit Agent: what goes in, what the agent does and what you get

What it does

Freight bills often contain errors such as the wrong rate, a fuel surcharge at the wrong percent, duplicate invoices or charges for liftgates or waiting time that never happened. Each week this agent matches every invoice to the shipment, the contracted rate and the proof of delivery, and recalculates the correct charge, including fuel surcharge. It blocks duplicates before payment. It flags differences over 1 percent and any accessorial charge without a matching shipment event. It then checks flagged charges against scans, emails and agreed rate changes. If a charge is supported by evidence, it clears it and notes the rate file. It drafts dispute notes for the rest. The logistics manager approves disputes and payment. Edge case: a rate change agreed by email but not yet loaded in the system is checked before any dispute.

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, continueApprovedNo 1 STARTS WHEN Weekly invoice batch 2 USES A TOOL Match invoices to shipments and contracts 3 DOES Recalculate charges and fuel surcharge 4 DOES Flag differences and unsupported accessorials 5 USES A TOOL Check flagged charges against scans, emails andagreed changes 6 CHECKS THE RESULT Is each flagged charge still unsupported? If not: clear charges that have evidence and update therate file note. Back to step 4. 7 YOU APPROVE Logistics manager approves disputes and payment 8 RESULT Audited invoices and dispute log
Read the steps as a list
  1. Weekly invoice batch
  2. Match invoices to shipments and contracts
  3. Recalculate charges and fuel surcharge
  4. Flag differences and unsupported accessorials
  5. Check flagged charges against scans, emails and agreed changes
  6. Is each flagged charge still unsupported?If not: clear charges that have evidence and update the rate file note. Back to step 4.
  7. Logistics manager approves disputes and paymentThe agent waits here for your OK.
  8. Audited invoices and dispute log

How it decides

It recalculates each invoice from the contract and flags differences over 1 percent or any accessorial without a matching shipment event.

  • Tolerance of 1 percent
  • Accessorials need a matching event
  • Duplicates are blocked before payment

Make it yours

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

  • Tolerance (default 1 percent)
  • Accessorial rules
  • Batch schedule
  • Dispute template

What keeps you in control

It always asks you first

  • Disputes sent to carriers
  • Payment release

Hard limits

  • Never pays or withholds payment itself
  • Never contacts carriers without approval

It stops when

  • Done: batch audited and approved
  • Stop: contract rate missing for a lane, ask procurement

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 happensThe batch for the week of April 14 had 620 invoices and 48 flags. The evidence check cleared 12 detention charges, because arrival and departure scans showed 3-hour waits. One invoice was a duplicate and was blocked. Nineteen used last year's fuel table, and 16 others had unsupported liftgate charges. The disputes totaled $7,940, and the manager approved them and the remaining payments.

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