Customer freight billing: jobs and delivery documents

A signed proof for the first job, none for the second

An operator prepares a monthly statement for a client with two completed jobs. The client agreed that proofs of delivery are attached to the statement. A signed document is linked to the first job, and the second one has none.

The employee sees both lines: the first with its attachment, the second with a missing proof, and at once asks operations for the document with the right number. Beside the internal job number they see the client's order number, so the statement makes sense on both sides. When the file arrives, it goes to the second line. The first job's document stays with the first job, because the same client name or date is not enough to use it for the second order. A second photo of the same proof from the driver adds to the job's documentation and does not create another service on the statement.

What it costs and when it pays back

The count covers the work around a case: searching, reading, writing and handing over. What remains is the time to check the result, 20% of today's work in the scenario. Before the quote, we measure both times on 20 to 100 cases the team has already handled, in a free test that takes 5 working days.

When the tool changes, we move the jobs still waiting for documents with their client numbers and attachments. Older packages stay in the archive, and an export from the application keeps the links between the statement and the documents.

Check how much your current system can prepare

The orders, terms and documents may already sit in your transport management system. Start by checking whether the person doing the billing can open them from one statement: sometimes all that is missing is access to an existing view or a link between a folder and the order. An integration makes sense when jobs are well kept in the transport system and the files land somewhere else. Consider your own view when different clients have different requirements for the document package. Questions about missing proofs are handled by email automation in a transport company, and surcharges on carriers' invoices are covered in the article on reconciling freight charges.

Where to start

The first scope covers one team and one repeated type of statement. For the call, describe the last statement for which attachments had to be searched for by hand, and where the orders and proofs were. We build this kind of rollout as part of AI applications. For the free analysis, a description of one case from recent weeks and of the tools it passed through is enough. You do not need to send confidential documents, and you get a written plan within 2 working days.