Freight Audit and Payment Solutions for Carriers and Shippers Workflow

Business Workflow Step:

Verify Freight Invoice

In this critical step of the shipping process, freight invoices are thoroughly reviewed for accuracy and completeness. The verification team checks the invoice against the corresponding shipment documentation to ensure that all costs associated with transporting goods have been correctly billed.

Key aspects verified include:

• Itemized charges for transportation services
• Applicable taxes and duties
• Any additional fees or surcharges

By meticulously examining these details, discrepancies can be promptly identified and addressed. This step plays a vital role in maintaining the integrity of financial records and preventing potential errors that could impact relationships with suppliers or clients. The verification process ensures that accurate information is recorded, facilitating efficient accounting and minimizing the risk of payment disputes.

Save Invoices in Database

This business workflow step involves the process of saving invoices in the company's database. It begins when a new invoice is generated or received, either electronically or manually.

The first task in this step is to verify that all necessary details are included on the invoice, such as customer information and payment terms. Once verified, the invoice is then uploaded into the database through an online portal or manual entry by the accounting team.

Next, the system checks for any errors or discrepancies in the data before saving it to the database. This ensures accuracy and reduces potential conflicts with existing records.

Finally, the saved invoice is stored securely within the database, where it can be easily accessed and managed by authorized personnel, allowing for efficient tracking and payment processing.

This step in the business workflow is titled "Assign Auditor to Invoice". The purpose of this task is to attach an auditor to a specific invoice. This ensures that the audit process for the respective invoice will be handled by the designated auditor.

The assigned auditor will review and verify the information presented in the invoice, ensuring its accuracy and compliance with company policies. They may also request additional documentation or clarification from the relevant parties if necessary.

Once the auditor is assigned to an invoice, they can proceed with conducting the audit and providing a final report detailing their findings. This step helps maintain transparency and accountability within the organization by having a dedicated individual responsible for each invoice's audit process.

Notify Carrier of Audit Status This workflow step involves sending notifications to the carrier regarding the audit status. The process begins when the audit team completes their evaluation of a particular shipment or group of shipments. Based on the findings, the audit team updates the audit report in the system.

Once the audit report is updated, this workflow triggers an automated notification to the designated carrier contact. The notification typically includes details such as the audit status (e.g., passed, failed, or pending), any non-compliance issues identified, and recommendations for corrective action.

The goal of this step is to keep the carrier informed about the audit outcome, enabling them to take necessary actions to address any issues and prevent future discrepancies. This helps maintain a smooth business relationship between the two parties and ensures compliance with regulatory requirements.

Update Invoice in Database

This workflow step is responsible for updating invoices stored in the company's database. The process begins with retrieving a specific invoice record from the database based on its unique identifier. Once retrieved, the system updates the invoice details such as payment status, total amount paid, and any other relevant information.

The updated invoice record is then validated to ensure that all required fields are correctly filled out before being saved back into the database. In case of any errors during the update process, an alert notification is triggered to notify authorized personnel for further investigation and resolution.

Upon successful completion, a confirmation message is sent to the concerned staff members via email or internal messaging system, indicating that the invoice has been updated accordingly. This ensures seamless communication among team members and stakeholders, maintaining a high level of transparency throughout the process.

The Determine Payment Terms step involves analyzing the customer's financial capabilities and establishing the most suitable payment terms for their purchase. This process considers factors such as credit history, account balance, and previous payment behavior to determine a fair and mutually beneficial arrangement.

During this step, the sales team reviews relevant data and consults with other departments, including accounting and collections, to ensure that payment terms are aligned with company policies and industry standards. The goal is to strike a balance between extending favorable credit terms and minimizing potential risks associated with late or non-payment.

The outcome of this process provides a clear understanding of the customer's ability to pay and sets expectations for future transactions, enabling both parties to establish a trusting and collaborative relationship.

The Initiate Payment to Carrier business workflow step is responsible for processing payments to carriers. This step commences when an order has been confirmed by the shipping carrier and all necessary payment details have been verified.

Within this step, automated systems are triggered to transfer funds directly to the designated account of the carrier. Prior to executing the payment, a review process is undertaken to ensure that all financial transactions are accurate and compliant with existing policies.

Upon successful completion of the payment initiation, relevant stakeholders are notified via electronic communication. The Initiate Payment to Carrier step plays a crucial role in maintaining a seamless logistics operation by ensuring timely payments to carriers, thereby preventing potential delays or disruptions in the shipping process.

The Notify Shipper of Payment Status step is a critical component in the overall business workflow. This step occurs after the payment processing has been completed and involves informing the shipper of the payment status.

In this step, a notification is sent to the shipper's designated contact person or email address indicating whether the payment was successful, failed, or if there were any discrepancies. The notification typically includes details such as the payment amount, date, and any relevant transaction information.

By keeping the shipper informed of the payment status, businesses can ensure seamless communication and avoid potential delays in shipping. This step is essential for maintaining a high level of customer satisfaction and ensuring that shipments are processed efficiently.

This step represents the process of saving payment records in the company's database. Upon completion of an invoice or transaction, the accounting team updates the relevant financial information in the database. The primary objective of this workflow is to ensure accurate and up-to-date tracking of all monetary transactions.

The following actions are performed during this step:

• A dedicated user inputs payment details into a centralized platform.
• The system validates the entered data for errors or discrepancies.
• Upon successful validation, the updated financial information is saved in the database.
• Real-time checks are implemented to prevent duplicate records and maintain data integrity.

Business Workflow Step: Close Audit Report

This step involves finalizing an audit report by verifying its completeness and accuracy. The objective is to ensure that all findings, recommendations, and conclusions are properly documented and that the report meets organizational requirements.

The process begins with a review of the report's content for any discrepancies or inconsistencies. The auditor checks for missing information, updates the report as needed, and confirms that all parties involved have signed off on its contents.

Once the report is deemed complete and accurate, it undergoes a final quality check to ensure compliance with company policies and industry standards. Upon successful completion of this step, the audit report is considered finalized and ready for distribution to stakeholders, including management and external auditors.

In this workflow step, the Business Operations team reviews the recent transportation performance of a carrier and provides them with constructive feedback on areas that require improvement. This critical evaluation aims to enhance the quality of service delivery and minimize disruptions in the supply chain.

The feedback highlights any discrepancies or bottlenecks identified during the shipping process, including issues related to on-time deliveries, damaged goods, or inaccurate tracking information. The team also includes a comprehensive improvement plan outlining specific actions the carrier must take to rectify these problems.

Key responsibilities within this step include:

• Analyzing performance data and identifying key areas for improvement
• Developing tailored feedback and improvement plans in collaboration with the carrier
• Coordinating the implementation of these plans through regular check-ins and progress updates