Smarter. Faster. Accurate.

The FreightExchange AI FreightAudit module is a powerful tool designed to streamline and automate a critical part of your logistics operations. It allows you to seamlessly upload carrier invoices, match their line items against your internal job costs and tracking information, and manage non-job-specific charges. By providing a clear view for reconciling amounts, updating statuses (like Disputed or Write Off), and recovering extra charges, the module ensures accurate financial reconciliation, better control over freight spending, and faster auditing without manually checking each invoice line by line.

This guide will walk you through the module’s capabilities and provide a step-by-step workflow for uploading, mapping, reviewing, and finalizing invoices.

Step-by-Step Workflow: Invoice Upload and Processing

1. Access the Module

• Navigate to Company Settings.

• Select the AI FreightAudit option.

2. Initiate Upload

• On the main AI FreightAudit screen, click Upload.

• Select the invoice file you wish to upload. Only CSV format is accepted.

3. Connect and Map Columns

• Link the correct rows to their categories, such as Freight Cost, GST, Gross Amount, and Extra Charges.

• Default Mapping: The system applies pre-configured mappings based on each carrier’s standard invoice format. If correct, proceed with one click.

• Custom Mapping: If your invoice format differs, you can:

  • Adjust the current mapping

  • Create a new custom mapping, which can be saved and reused for future uploads

4. Process the Invoice

• Click Process to upload and begin analyzing the invoice data.

• The system attempts to match each item to an existing job if the job was created previously.

• Automatic Charge Categorization: The AI classifies all charges as:

  • Correct ✅

  • Overcharged ⚠️

  • Undercharged ?

5. Review and Manage Invoice Items

On the AI FreightAudit items listing page, review each uploaded line item:

Actions for Each Item:

• Correct or Undercharged:Click OK if no further action is needed

• Overcharged: Click the dollar sign ($) to add extra fees:

  1. Click Add Cost

  2. Select the Type of Cost

  3. Enter the Amount

  4. Click Generate Invoice

  5. Click OK once done

Additional Options:

• Update job details if needed

• Update item status (Reconciled, Disputed, or Write Off)

• Manually create a new item for non-job-related charges (e.g., invoice fees, credit card fees; tracking number is not mandatory)

• View Job Details and Cost/Charges via pop-up window

6. Finalize the Invoice

• Once all items are marked OK, use the global action Mark as Complete

• Optionally, Download the finalized invoice for your records

Key Benefits of AI FreightAudit

• Save Time: No more line-by-line manual checks

• Recover Revenue: Quickly add extra charges or post charges

• Ensure Accuracy: Know instantly which charges are correct, over, or under

• Easy Repeat Uploads: Reuse saved mappings for fast processing

• Better Control: Streamline reconciliation and manage non-job-specific charges effectively

AI Freight Audit – turning freight invoicing from tedious to effortless.