Freight Audit solutions

ControlPay provides highly detailed Freight Audit Services via its fully web-based audit platform. Our services are driven by deep logistics knowledge and the flexibility to customize to the needs of our multinational customers who we serve on a European or global scale. Our managed services are a strong combination of our unique freight auditplatform together with well-trained dedicated audit teams who 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 are automated
  • Data and reporting collection becomes much faster
  • Approval for extra or unforeseen costs are harmonized
  • AP processes become more efficient
  • Carrier communication becomes streamlined

Our Freight Audit solutions

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

Control-billing

When shipment data from the customer is good, we don’t need to receive invoice data from the carrier as we would base our billing instruction upon the shipment data that we automatically rate on our platform. If the carrier would have any extra costs he could ask approval for them via our platform and if approved, these costs would be added to the billing instruction. ControlBilling is our most efficient freight audit process. 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 rated against the rates and business rules that we have in our system and is the basis for the weekly billing instruction that we will send out to the carriers. The carriers then have the option to create an 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 way the process is light 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

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 only 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. Is your order data in shape and you provide us with the data via an interface? We like it to be the basis for our most efficient freight audit process that creates credit notes that are automatically being sent to the carriers on a weekly basis. No data interchange 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 we process the data in the same way data that entered in an electronic way.

Pre-Audit is a process where we verify and match shipment data with pre-invoice data from the carrier. Typicall, 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 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. From the carriers 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), whatever is most (cost) efficient. The rating and matching process is the basis for the billing instruction we would 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 also has the option to declare any extra or unforeseen costs that he may have 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 already has been done. This process has several drawbacks as it does not allow to fully optimize 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 are nowadays billing their customers. With our unique e-invoicing solutions we eliminate paper where legally possible, speed up the billing process and automate many manual handling points in the freight audit, coding and payment process.

We cover all transportation modes

Our freight audit solutions are always set up to the specific needs of the customer. We can have multiple processes in place 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 is difficult to have a good overview and understanding what is happening everywhere in logistics. Thanks to Freight Audit you will know exactly what kind of exceptions you have where, how many spot carriers were used during a certain time frame, use of special equipment, how many carriers are used per site and how often are the regular rates not applied and if carriers deliver on time, etc.

Actionable data

Actionable data

The data coming out of the process allows you to optimize your logistics set-up; change order behaviours of customers, enhance carrier selection based on rate understanding, using the freight data for better tendering and reducing your overall carrier bases are just some examples.

Simplification and harmonization of rate structures

Simplification and harmonization of rate structures

Many rate cards contain too many accessorials that are proprietary to a carrier but which can be harmonized across the carrier base leading to less accessorial names and a better 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 how shipments need to be consolidated. ControlPay takes this all into account thanks to our wealth of experience in this field.

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