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).

 

Learn more about
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 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.

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 makes the most sense, as it is cost-effective and highly automated. However, there can be situations where certain constraints make it preferable to process paper invoices. They would come via mail or per scan to ControlPay at which point we key in the data within 24 hours. Once in the system and verified via our “4-eyes principle” (double-verification) we process the data in the as if it was entered electronically.

Pre-Audit is a process where 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. Based on the matching results we will solve discrepancies (if any exist) or process further to close the audit loop. With the Pre-audit process we receive the ERP or TMS shipping data as well but it is not a prerequisite for this process. On the carrier side, we receive a pre-invoice file electronically. This can be done in many ways (download from the carrier system or via an interface in different formats such as excel, xml, EDIFACT), whichever is most (cost) efficient. The rating and matching process is the basis for the billing instruction we send out to the carriers. The carriers then have the option to create an invoice on our freight audit platform or send in an invoice via regular means. The carrier can also declare any extra or unforeseen costs via our extra costs tool.

Post-Audit is a process where carrier invoices are checked after they have been paid. This means it is a simplified audit process as we don’t clarify issues, we just report them, we don’t handle cost allocation as it has already been done. This process has several drawbacks as it does not allow full optimization of the process, however it can be efficient for a one-time project (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, it can be difficult to have a good overview and understanding of logistical processes. Thanks to our Freight Audit solutions, you will have precise data about: what kind of exceptions/issues you have and where; 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 optimize your logistics set-up. You will be able to: change order behaviors of customers; enhance carrier selection based on understanding rates; use the freight data for better tendering; reduce your overall carrier base and much more.

Simplification and harmonization of rate structures

Simplification and harmonization of rate structures

Many rate cards contain too many accessorials that are specific to a carrier but can be harmonized across the carrier base. This leads to less accessorial names and a better overall structure. At the same time, rate cards often lack clear instructions on rules for weight and currency conversion, calculation and rounding and (last but not least) consolidation of shipments. ControlPay understands and streamlines this data thanks to our wealth of experience in this field.

Do you have a specific question about our system?

 

Our Solutions

Blog