Freight Invoice Auditing Software | FreightPOP

Automated Freight Invoice Auditing

Catch Freight Billing Errors Before They Cost You

The most common billing errors on your freight invoices:

Wrong rates
Carrier charges a rate that doesn't match your contract or original quote

Unearned accessorials
Fees billed for services like liftgate or residential delivery that weren't requested

Detention overcharges
Hours billed beyond what was agreed — or at a higher rate than negotiated

Duplicate invoices
The same shipment billed twice — especially common with EDI feeds

How It Works

Automated from Ingestion to Approval

FreightPOP receives carrier invoices through EDI, carrier portals, or manual upload and immediately begins the audit process. No clerks required to move data between systems.

Invoice ingestion
Invoices arrive via EDI, carrier portal, or manual upload and are matched to their shipment

Quote comparison
System compares the invoice amount to the original shipment quote, line by line

Auto-approve or flag
Invoices within your variance threshold are approved automatically; others are flagged

Review and resolve
Approve flagged invoices, send back to carrier, or override with password-protected authorization

Export to ERP
Approved invoices with GL codes export automatically to your accounting system

What Gets Checked

Every Charge. Every Invoice. Every Time.

Audit Coverage

Built to catch what manual review misses

FreightPOP checks every line on every invoice against the original quote — automatically, across all shipping modes.

✓ Rate and contracted price verification
✓ Accessorial charge validation
✓ Detention and surcharge review
✓ Duplicate invoice detection
✓ Weight, dimension, and quantity discrepancy flagging
✓ Discount and contracted rate confirmation
✓ Tax rate checks
✓ Quote-to-invoice side-by-side comparison

Variance Controls

Your thresholds. Your rules.

No two operations have the same tolerance for discrepancies. Set variance thresholds by percentage or flat dollar amount — at the total invoice level or per charge code.

✓ Percentage or flat fee threshold — how much variance triggers a flag
✓ Negative variance protection — don't auto-approve invoices significantly under quote
✓ Charge-code-level variance — different rules for different charge types
✓ Approval password — require authentication before any out-of-threshold invoice is approved
✓ Weekly digest reports — Friday email of approved and outstanding invoices
✓ Duplicate invoice controls — configurable handling with automatic flagging

Why It Matters

The billing errors adding up on your invoices

Most shippers assume carrier invoices are accurate. Most aren't. FreightPOP catches discrepancies by comparing every invoice against the original quote — automatically, for every shipment.

Shipper Error
Inaccurate shipment data
When weight, dimensions, or freight class are estimated incorrectly, the carrier invoices based on actual — and that difference lands on you.

Unearned Fees
Accessorial overcharges
Carriers sometimes bill for liftgate, inside delivery, or residential delivery that wasn't requested or included in your contract.

Negotiated Rates
Detention miscalculation
If negotiated detention rates don't match the invoice — wrong rate per hour or wrong number of hours — you may be paying more than you owe.

Carrier Billing
Carrier billing mistakes
Wrong freight rates, fuel surcharge miscalculations, and duplicate charges happen more often than shippers realize — and they add up fast.

Controls & Configuration

Configurable for Your Workflow

Every setting in FreightPOP's audit module is configurable — and every change is logged for full traceability.

Approval password
Require a password before any out-of-threshold invoice can be approved. Prevents unauthorized overrides and keeps your audit trail clean.

Internal charge codes
Configure your own internal charge codes and map them to FreightPOP's codes. Charge codes auto-populate when invoices are imported — via EDI, manual upload, or carrier portal.

GL code rule engine
Automatically assign GL codes based on shipment criteria using a configurable rule engine. Set rules at the invoice level or per breakdown charge.

Auto-export approved invoices
When enabled, approved invoices export automatically to your ERP. Disable it if you need manual review before any AP transaction is created.

Manual EDI import trigger
Don't want to wait for the nightly import? Manually trigger the EDI invoice import service on demand — up to once every three hours.

AP invoice export settings
Choose exactly which fields are included in your AP Transaction Report export. Match your ERP's requirements without custom development.

ERP & GL Integration

Invoice data that goes where your finance team needs it

Once an invoice is approved, it shouldn't sit waiting to be re-keyed. FreightPOP's AP Transaction feature automatically exports approved invoice data to your ERP — with GL codes applied based on rules you define.

✓ Eliminate double data entry between logistics and accounting
✓ Assign GL codes automatically using your rule engine or default account
✓ Configure multiple GL accounts by charge code or business unit
✓ Export only clean, approved invoices — nothing unaudited
✓ Choose exactly which fields export to match your system's requirements

NetSuite, SAP, Microsoft Dynamics, Epicor, Syspro, Acumatica + more

Invoice → ERP flow

Carrier Invoice EDI / Portal / Manual
↓
FreightPOP Audit Engine
↙
Auto-approved
↘
Flagged for review
Within threshold
GL code applied
Exceeds threshold
Team reviews
↓
ERP / Accounting System AP Transaction created

Visibility & Reporting

Full Audit Trail. Complete Visibility.

Every action taken on an invoice is logged — approvals, overrides, deletions, and exports — giving finance and operations a clean record for any review or dispute.

Approved invoices report
Delivered every Friday. Shows all invoices approved in the prior week — Saturday through Friday. Configurable to multiple recipients.

Outstanding invoice report
Weekly Friday digest of every invoice still in "Not Approved" status — regardless of when it was uploaded. Nothing falls through the cracks.

Full change log
Every settings change, approval, override, and deletion is logged with a timestamp and user. Filter history by carrier, date, invoice number, or approval date.

History tab with filters
Filter your full invoice history by shipment date, approved date, invoice date, carrier, or invoice number. Pull exactly the records you need for a dispute.

Mass update actions
Select multiple invoices and act on them in bulk. Approve, remove, or export a batch at once — with password authentication required for sensitive actions.

Shipment detail view
Navigate directly from any invoice to the full shipment record — general info, product details, additional details, and documents — in a single click.

Free Invoice Review

See what's hidden in your invoices

Send us up to 10 freight invoices and we'll analyze them for billing discrepancies at no cost. No commitment required. Or book a demo to see FreightPOP's audit tools live.