PROPOSED PROJECT
Freight Invoice Checker
Help shippers find duplicate freight bills and unexplained surcharges. Extract invoice lines, match them against agreed price lists, shipment details, and proof of delivery, then calculate discrepancies and assemble a dispute packet for the billing team to review.
A repeated file. A rate mismatch. An unanswered fee.
One example currency
Charges before any tax
Freight charges
Columns: charge / billed / supported amount
The project in practice.
Fictional invoice I501 lists a 500 base charge, fuel of 75, a supported 30 dock fee, and a 40 waiting fee. The supplied rate says fuel is 12% of the 500 base, so fuel should be 60: a 15 arithmetic difference. The waiting-fee rule and evidence are missing, leaving 40 unresolved. A second file is a copy of the same I501, not another bill. The 645 invoice compares with 590 supported charges plus the unresolved 40 and the 15 difference.
WHAT IS USUALLY DONE
A billing team matches freight invoices by amount and may miss a duplicate file or an unsupported surcharge. Rate sheets, shipment details, and delivery evidence are kept separately, so questions take time to assemble.
WHAT SOVRUN CAN DO FOR YOU
Sovrun would build a freight-bill review that links invoice lines to the agreed rate record and shipment evidence. It recalculates supported charges, identifies possible duplicates using invoice and shipment references, and separates unexplained fees from confirmed differences. Billing staff receive an evidence pack before deciding whether to query a charge.
Two files do not mean
two payable invoices.
I501.pdf and I501-copy.pdf carry the same supplier, invoice number, shipment reference, and amount. Keep both source files attached to one bill. Whether a supplier actually requested payment twice requires separate evidence.
The fuel rule supports 60, so ask about the 15 difference. For the waiting fee, request the applicable charge term and evidence of waiting time. Missing support calls for review; it does not establish that the fee is invalid.
A bill the team
can explain line by line.
The expected output is a review pack with linked terms, recalculated charges, and precise questions for the billing team.
Keep one payable record.
- Files received
- 2
- Distinct invoice IDs
- 1
- Invoice total
- 645
- Second payment claim
- Not established
Two questions, with sources.
- Fuel / rate R12
- Why 75 instead of 60?
- Waiting / line 4
- Which term and evidence?
- Payment decision
- Billing-team review
- Approved credit
- None recorded
How we’d make it happen.
Match invoices to shipments and rates
Confirm invoice IDs, supplier, shipment, currency, dates, and the designated rate revision. Keep repeated files linked rather than counting them as new bills.
Recalculate supported lines
Apply the supplied base, fuel, and service rules. Separate arithmetic mismatches from charges whose terms are missing.
Review before raising a query
Assemble the original bill, rate passage, and service evidence. Billing staff decide what to ask and track the supplier response.
Where AI helps
Document models extract invoice fields, rate terms, and shipment references. Code recomputes supported amounts and compares duplicate keys. Language models draft specific questions from the linked records. Missing terms are not treated as proof that a charge is invalid.
What people approve
Billing staff confirm document identity, rate applicability, delivered service, tax and currency treatment, and whether a duplicate is a copy or a second claim. They approve supplier questions, payment actions, and any dispute. The tool does not withhold payment or issue a dispute automatically.
What we’d need to start
- Freight invoices with shipment and invoice references
- Agreed rate sheets, surcharge rules, and shipment records
- Delivery evidence, review scope, and billing-team owners
How we’d test it
Test repeated scans of one invoice, legitimate bills with the same amount, missing surcharge terms, changed fuel bases, and absent delivery evidence. Recompute every line independently and ensure the report does not double-count duplicate copies or call an unresolved amount an approved credit.
Prepared for Logistics & supply chain. We would agree on the work after reviewing your brief, materials, and requirements.
This is a proposed project, not completed client work. The visuals and numbers show example outputs, not measured results.
