Freight Audit solutions

ControlPay provides comprehensive Freight Audit services via our unique web-based audit platform. Our services are powered by deep logistics knowledge and can be custom-tailored to the needs of multinational customers. We support clients both on a European and global scale. Our web-based audit platform is supplemented by highly professional audit teams (that work in close cooperation with your Logistics and Finance departments).

 

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ControlPay's Freight Audit Solutions

Freight Аudit knowledge hub
 

Typical benefits achieved with Freight Audit

  • Rate update processes are optimized
  • Cost allocation of freight costs is automated
  • Data collection and reporting becomes much faster
  • Approvals for extra or unforeseen costs are harmonized
  • AP processes become more efficient
  • Carrier communication is streamlined

Our Freight Audit solutions

Our auditing solutions are custom-tailored to your unique requirements. We can set up multiple custom-built processes depending on your IT environment, the carriers you work with, data availability and many other specifics.

Control-billing

If the customer has comprehensive shipment data, it is automatically rated on our platform to create a billing instruction. Consequently - there is no need to receive invoice data from the carrier. Any extra costs from the carrier can be submitted for approval and (if cleared) can be added to the billing instruction via our platform. This is a form of self-billing and it is based upon the shipment order data that we receive out of an ERP or TMS system. This data is compared against the rates and business rules that we have in our system and is the basis for the weekly billing instruction that we send out to the carriers. The carriers then have the option to create a freight invoice on our platform or send in an invoice via regular means. The carrier also has the option to declare any extra or unforeseen costs that he may have via our extra costs tool. This streamlines the process for both the customer and the carrier. All the costs are taken into account during calculation: standard freight, accessorials and fuel surcharge. The carrier receives a billing instruction in which the VAT amount has been taken into account. Also the cost allocation is automatically being added if needed and the right invoice entity is indicated.

Self-billing

With this method (similar to Control-billing) we base our calculation solely on the shipment data received from the customer but instead of sending a billing instruction we just send a credit note. This works in set-ups where perfect shipment data is available. ControlPay is known for its flexibility and we understand that companies are bound by different levels of automation and processes. That is why we have developed different processes that fit any situation. We are able to handle different processes at the same time for different locations or carriers. If your order data is in shape and you provide us with the data via an interface, we can provide our most efficient freight audit process. It creates credit notes that are automatically sent to carriers on a weekly basis. No data exchange with carriers needed, no paper invoices, just 1 credit note per week per carrier based on the data coming out of your ERP or TMS system. ControlPay does the price calculation and the automated cost allocation and feeds it back into your financial system so there is a minimum of work on all sides.

Electronic processing of invoices is the most cost-effective and highly automated method of Freight Auditing. However, some circumstances may require processing of paper invoices, which we are equipped to handle on an expert level. We receive such invoices by mail or in scanned form. The data is verified twice through our “4-eyes principle” and digitized within 24 hours. We then process the data as if it were entered electronically.

In Pre-Audit we verify and match shipment data with pre-invoice data from the carrier. Typically, we receive shipment data via an interface and match that data with an electronic billing file from the carrier. We resolve discrepancies (if any exist) based on the matching results or process further to close the audit loop. Pre-audit can be conducted both with and without the ERP or TMS shipping data. On the carrier side, we receive a pre-invoice file electronically. We choose the most efficient method based on the circumstances: downloading from the carrier system or an interface in different formats such as excel, xml, EDIFACT, etc. ControlPay sends out the billing instruction based on this rating and matching process. The carriers have the option to create a freight invoice on our platform or send it through traditional channels. They can also declare any extra or unforeseen costs via our Extra Costs tool.

Post-Audit verifies carrier invoices after payments have already been made.This is a simplified audit process, as it only reports issues instead of resolving them and doesn’t handle the already completed cost allocation. This process has several drawbacks and does not allow full optimization; however, it can be efficient for a one-time project (for example, to find potential savings through erroneous billing).

ControlPay is at the forefront of changing how carriers bill their customers. With our unique e-invoicing solutions, we eliminate paper wherever legally possible, speed up the billing process and automate many manual handling points in the freight audit, coding and payment processes.

We cover all transportation modes

Our freight audit solutions are customized to the specific needs of the customer. We can set up multiple custom-built processes depending on your IT environment, the carriers you work with, data availability and the specific local requirements.

Learn more about our Freight Audit solutions

Visibility

Visibility

Within large-scale complex operations, having a clear overview and understanding of logistical processes is of the highest value. We resolve any difficulties in visibility and provide a clear picture of your company’s logistics. Thanks to our Freight Audit solutions, you will have precise data about: the nature and placement of any exceptions/issues you may have; how many spot carriers or special equipment were used during a certain time frame; how many carriers are used per site; whether carriers deliver on time; when the regular rates are not applied, etc.

Actionable data

Actionable data

The data from our audit processes allows you to truly optimize your logistics set-up. Clear, precise logistics data allows you to change the order behaviors of customers; enhance carrier selection based on rate understanding; use the freight data for better tendering; reduce your overall carrier base and much more.

Rate structures

Rate structures

Thanks to our deep logistical experience, ControlPay streamlines and clarifies logistical data for the client’s benefit. For example, rate cards often lack clear instructions on rules for weight and currency conversion, calculation, rounding and (last but not least) consolidation of shipments. At the same time, many rate cards contain too many accessorials specific to a carrier. These can be harmonized across the carrier base. As such, our services can reduce accessorial names and provide a better overall structure.

Do you have a specific question about our system?

 

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