Tips for Auditing Invoices When Using Freightview

Freightview makes it easy to ensure you’re picking the lowest cost carrier when scheduling your shipments. A lot of our customers like to ensure what they’re billed matches what they were quoted by comparing their invoice to the quote in their Freightview account.

Auditing your invoices can be a big job, but as a former invoice auditor, I’m here to offer a few tips and tricks to make auditing your invoices simple and efficient.

How do I see what Freightview quoted me?

Since we’ve implemented rate breakdown it’s easier than ever to compare your quoted amount to the invoice you received from the carrier. To see this, simply pull up the shipment in question on Freightview and click the “View other quotes” button on the lefthand toolbar.

Doing this will give you access to every quote you received for this shipment, but we’ll highlight the carrier you went with.

You can expand your quote by clicking the ellipses (...) next to the quoted amount. This will give you a full breakdown of your rate quote. This will make comparing easy.

Take Advantage of the Archive Feature

Sometimes your invoices are going to match your quoted price, and this is obviously the best case scenario. When this happens we recommend just archiving the shipment in Freightview. When the shipment is archived that is an easy way for you to know you’ve already looked at that shipment and all is well.

When an invoice does not match your quoted price, you should archive the shipment after you’ve resolved your issue.

If there is a discrepancy, where do I start?

Do a little math.

Determine the difference in price from your quote and your actual invoice. For example, if the price difference is $30 and you see a $30 accessorial charge added onto your invoice you know that is where your difference is coming from.

Accessorials are always the easiest place to start when auditing. If that is where the discrepancy is coming from your next step is determine if the charge is valid. If the accessorial is a weight/class change make sure there is a Weight and Inspection form on file. If the accessorial is a lift gate ensure it was required at the consignee.

If a carrier is charging you an accessorial you are unfamiliar with check out their rules tariff. It will outline the definition of the accessorial as well as the cost.

Weight/Class Changes

If you quoted your shipment at an incorrect class or weight,
a correction made by the carrier would affect your rate. You can run a quote again with the correct information and see if it is similar to what you are being billed. If it is slightly off, I would reccomend checking for a difference in the fuel surcharge. This changes weekly and may affect a shipment quoted in advance.

If you have contracted use of a rater like Czar-Lite or MegaNet you can run the rate through it and it should show what your exact rate is supposed to be.

Just Plain Incorrect Invoicing

If you cannot figure out the discrepancy and you do use a rate, like previously mentioned, sometimes the carrier billing department may have made a mistake and bill you a rate that is just plain incorrect. If this is the case run it through Freightview, and take a screenshot. This will be helpful when asking for a correction.

Order of Operations

When you have contracted rates with a carrier you may have a few different documents to go off for your rates. The order is as follows:

Start from bottom and work your way up. If you do not have one of these in place, simply skip to the next level. For example, if you think you are being billed incorrectly for a limited access fee you would first check your contracted rates with the carrier. If it is not specified there, you'd move to the schedule of services, and if it isn't there then the master agreement, and then finally if not specified in any of the previously mentioned documents you'd check the carrier's rule tariff.

Getting a Corrected Invoice

After you determine where the discrepancy comes from, and if it is not a valid charge, you will need to reach out to the carrier and get a corrected invoice. When doing so be sure to include the invoice number, discrepancy, and any evidence proving there was a mistake. For example, a screenshot of the rater, or a copy of the BOL with the class/weight if you are being charged incorrectly and the carrier does not have a Weight and Inspection form.

This has been a pretty basic breakdown of auditing, and there is a lot more to learn, but with this basic knowledge you are well on your way to ensuring you are paying what you should be.

Ensure you are picking the low cost carrier every time by signing up for Freightview.