Freight Bill Matching Agent
Match every carrier charge to the right sales order.
The agent imports UPS and FedEx invoices and matches each charge to a sales order by tracking number, then order reference, then shipment details. Charges it can't place are flagged as unmatched and reported to the right person for review.
Works with the tools your team already uses
Syncore
NetSuiteWhere it starts
Start from the carrier bills you already receive
- 01
UPS and FedEx invoices
Weekly invoice files, billing data exports, or invoice emails from your carrier accounts, read charge by charge.
- 02
Your sales orders
Sales order numbers, tracking numbers, ship-to details, and freight estimates from your CRM, order system, or ERP.
- 03
A weekly run or a quick request
Runs on every billing cycle, or ask in Slack or email to check a specific invoice, shipment, or sales order.
The impact
Every carrier charge lands on a sales order, or on someone's review list.
The workflow
How it works
How does the Freight Bill Matching Agent keep carrier charges from piling up unmatched? It reads every line on the carrier bill, places each charge on the right sales order, and turns whatever is left into a short exception list with a clear owner.
- 01
Imports carrier invoices
Reads UPS and FedEx invoices and billing records, including surcharges and adjustments that arrive after the original charge.
- 02
Matches charges to sales orders
Matches on tracking number first, then on order references such as PO numbers, then on shipment details like ship-to address and ship date.
- 03
Flags what doesn't fit
Separates unmatched charges, duplicate charges, and charges over a 10% tolerance versus the estimate, so each one reaches the right review.
- 04
Reports and drafts follow-ups
Builds the exception report and drafts a follow-up email for each account owner with only their open items. The agent never sends these emails.
Before and after
From a monthly matching project to a weekly exception list
Most teams match carrier bills with exports, lookups, and a macro. The agent takes over the matching and leaves the judgment calls to people.
Before
- 01
Download UPS and FedEx invoices and paste them into a spreadsheet.
- 02
Run a macro or lookup against tracking numbers from the order system.
- 03
Thousands of charges come back unmatched, with no clear owner.
- 04
Someone searches sales orders one by one, or the charges get written off as overhead.
- 05
Freight reaches customer invoices without a check against the estimate.
With the agent
- 01
Carrier invoices are imported on every billing cycle.
- 02
Charges match on tracking number, then on order reference, then on shipment details.
- 03
Matched charges are attached to the sales order with the evidence behind the match.
- 04
Unmatched charges, duplicate charges, and charges over the 10% tolerance are flagged and grouped by owner.
- 05
Follow-up emails are drafted for each account owner with only their open items, and never sent.
Human review
Exceptions go to a person, with the evidence attached
The agent never forces a match or disputes a charge on its own. Anything it can't confirm is reported to the person who owns the freight account or the sales order, with what it found and the decision it needs.
Unmatched charges
Charges with no sales order match are reported to the account owner with the tracking number, ship-to, ship date, and the closest candidate sales orders.
Duplicate charges
Charges billed twice for the same shipment are reported to accounts payable side by side, ready for a carrier dispute once confirmed.
Cost discrepancies
Freight over a 10% tolerance versus the estimate is reported to the sales order owner with the estimated, actual, and billed amounts.
Uncertain matches
When a match rests on a partial reference or a shared address, a person confirms it before it's recorded on the sales order.
Key takeaways
Beyond matching
Freight variance checks: Compares actual carrier and supplier shipping costs against the sales order estimate and flags anything over a 10% tolerance.
Pre-billing freight validation: Looks up actual UPS and FedEx costs before the customer invoice goes out, so freight is billed at what it really cost.
Weekly owner reports: Summarizes matched, unmatched, and disputed charges by account owner, with follow-up email drafts ready for review.
See it on your workflow
See the Freight Bill Matching Agent on your carrier bills.
Book a short demo with one of your UPS or FedEx invoices. We'll show how its charges are matched to sales orders, and how the rest becomes a short exception list.