Invoice follow-up for carriers and logistics providers
In transport, payment delays slip all the faster because collection always comes after operations. The agent chases every freight invoice by its real due date, with the order reference and POD attached — the debtor loses the incomplete-file excuse.
In your day-to-day
- 01
Reminder at D+3 with invoice, consignment note and proof of delivery attached automatically.
- 02
Detection of shippers who systematically slide from 30 to 60 days, flagged before their next order.
- 03
Escalation to the account manager when a client exceeds an outstanding-balance threshold you set.
A typical scenario
A regional carrier running 35 tractor units invoices around 900 shipments a month to a hundred shippers, three of which account for a quarter of revenue. Outstanding receivables regularly exceed two months of invoicing.
- 01
At D+2 past due, the agent rebuilds the complete file for every late invoice — consignment note, signed POD, purchase order — and sends a first reminder to the debtor’s accounts department, reference by reference.
- 02
When a freight broker lets several invoices slip at once, the agent consolidates the reminder into a single dated statement instead of firing ten separate emails.
- 03
On the third unanswered reminder, it assembles the formal-notice file (history, documents, amounts) and hands it to the accounting lead — who alone decides whether to send it.
What changes
Collection stops being the adjustment variable of busy weeks: every freight invoice follows its sequence, and operations staff are no longer interrupted to dig out POD files.
Order of magnitude
Working assumptions
- →900 freight invoices a month, of which roughly 15% go past due unpaid
- →20 minutes per manual reminder when the consignment note and POD have to be retrieved
- →a systematic reminder at D+2 instead of batch processing every three weeks
That is about 135 cases chased every month with no human effort — in the order of 45 hours of admin work saved, with reminders going out two weeks earlier on average.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
The operations inbox receives hundreds of messages a day — urgent pickups, PODs, claims — drowned in internal coordination.
- →
Freight receivables pile up because collection always comes after operations.
- →
A route going wrong at 5 AM is only seen at office opening — after the first client calls.
How it works
- 1
Plugged into your invoicing
The agent reads your existing tool — invoicing, accounting, ERP — with no migration and no double entry. It knows every invoice, its due date and its history.
- 2
Written reminders, not templates
Each reminder is written for that client: friendly for a good payer one week late, firm and documented by the third notice. You approve the policy once; the agent applies it.
- 3
Escalation and audit trail
Sensitive account, dispute, large amount: the agent hands over to a human with full context. Every action is logged, every euro recovered is attributed.
Typical results
-30%
average collection delay, typical order of magnitude
100%
of overdue invoices chased, no exceptions, no oversights
0 h
of human time on first-level reminders
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Does the agent find the PODs to attach on its own?+
Yes: it matches the invoice with your TMS or digitised POD folder and attaches the proof of delivery to the reminder. An incomplete file is flagged to your team instead of being half-chased.
Can it handle transport-specific payment terms?+
Due-date rules are configured at go-live — including statutory road-transport terms — and the agent adapts the reminder tone to the overrun observed.
Is this the problem eating your team’s time?
Tell us how you work today — 30-minute call, then a free written diagnostic of what this agent would change for you, with numbers.
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