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POD and billing
POD the same day. Invoice checked before anyone gets paid.
The AI agent gets the POD and BOL before the driver leaves the dock, backs every extra charge with proof and checks the carrier invoice line by line. No money moves without your rep's OK.
| Linehaul, as on the rate con | 1,800.00 |
| Detention, 1.5 h after 2 h free | 75.00 |
| Lumper, receipt attached | 150.00 |
| Total, USD | 2,025.00 |
Every line matches the rate con, the approved detention and the lumper receipt.
AV Trucking asks for QuickPay at 2%: $1,984.50 tomorrow instead of $2,025.00 in 30 days. Approve?
At the dock
POD and BOL while the driver is still there.
Truck unloaded, the agent asks the driver for a photo of the signed POD. It checks it on the spot: signed, dated, every page, readable, count and seal match the BOL. Receiver notes are flagged before the driver leaves.
- Blurry, cut off or missing pages: new photo now, not on Friday
- Shortage, damage or "subject to count" to your rep the same hour
- Originals requested if your shipper needs them
- POD · 4127 · McDonoughSigned and dated 13:35. 24 pallets. Seal 0429917 matches the BOL. No exceptions.checked
- BOL · 4127 · LancasterShipper signature, seal number and pallet count readable.checked
- POD · 4125 · MemphisReceiver wrote "2 pallets crushed, refused". 20 of 22 pallets delivered.OS&D
- POD · 4122 · ChicagoPhoto cut off at the bottom, signature not visible. Asked the driver for a new photo at 11:02.retake
4125 has an OS&D: 2 pallets refused as damaged in Memphis. The driver has photos and the refused pallets are still on the truck. Call the shipper about where they go?
Extra charges
Detention, lumper, TONU and layover, with the proof attached.
Extra charges get disputed when the proof is thin. The agent collects it as it happens and gets the shipper's OK before the invoice.
Detention
In and out times, from three sources.
Check-in and check-out from the driver, the tracking link and the POD. Before free time runs out, the shipper hears the clock is running. The amount follows your rate con.
- Shipper warned before free time ends, not after
- Approval saved with name and time
Lumper
The driver sends a photo of the receipt. The agent checks amount, date and facility and puts it on the load. No receipt, no lumper payment.
TONU
Shipper cancels after dispatch. The agent saves the cancellation, the time and where the truck was, and preps the TONU for your rep's OK.
Layover
Receiver can't take the truck until tomorrow. The agent gets it in writing, tells your rep the layover cost and asks the shipper before the driver sleeps at the dock.
Carrier invoice check
Every line on the carrier invoice, checked against the deal.
Invoice in, by email or from their factoring company: the agent checks it against the signed rate con and approved extras. A match comes ready to pay. A mismatch comes with the proof.
- Rate, accessorials, load number and remit-to name all compared
- Remit-to changed since the last invoice? Flagged
- Duplicate invoices on the same load caught
| Linehaul, as on the rate con | 2,350.00 |
| Detention, invoiced 3 h | 150.00 |
| Invoiced total, USD | 2,500.00 |
Rio Bravo invoiced 3 hours of detention. The POD and the tracking link show check-out 1.5 hours after free time, and the shipper approved $75. Pay $2,425 and send them the timestamps?
QuickPay and your invoice
QuickPay prepared. The shipper packet ready to send.
QuickPay request: the agent works out the amount on your terms and asks your rep. For the shipper: your invoice with approved extras, POD, BOL, lumper receipt, detention approval. Nothing to send back.
- Detention and lumper on the shipper invoice, proof attached
- Packets go to your billing team today, and to your accounting system or factoring company once connected
- Invoice to Northfield FoodsLinehaul, detention $75, lumper $150
- POD and BOLSigned, clean, seal matches
- Lumper receipt and detention approvalReceipt photo · Dana's approval email, 13:52
Money needs your OK
The agent prepares. Your rep approves.
Rates, extra charges and payments carry your name. Each one comes to your rep as one short question.
Extra charges
Detention, lumper, TONU and layover come with proof. Your rep approves each one.
Carrier payments
Matching invoices come ready to pay. Your rep approves payment and QuickPay. The agent pays nobody on its own.
Disputes
Carrier or shipper pushes back: the agent pulls the timestamps, photos and messages. Your rep makes the call.
Related
Keep reading
Send us a load that's still waiting on a POD.
We'll show you how the agent would have closed it out: documents, extra charges, invoice check.