POD and billing packets
Every delivered load’s POD and paperwork collected, built into the billing packet each customer requires, and invoiced the same day. Missing or unreadable PODs wait for a person.
Billed the day a clean POD lands.
Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.
Step 1 of 5Gather the paperwork
Automation
Pulls the POD, the BOL and any lumper or scale receipts from carrier emails, the driver app and tracking into load 51891.
Pages come from three places, but each one carries a load, BOL or PO number to file it by.
- Shared inbox
- Driver app
- TMS
~30 hours a month back
Step 2 of 5Read every page
The agent
Checks the BOL shows 18 pallets at pickup and finds the POD photo too blurred to read the signature or any notes.
A POD is a phone photo of a signed page, often with a receiver’s stamp across it and a note scrawled in the corner.
- TMS
- TMS
~45 hours a month back
Step 3 of 5Build Keystone’s packet
The agent
Pairs the $180 lumper receipt with its charge, puts the PO number on the invoice and orders the pages the way Keystone asks.
Receipts rarely say which charge they belong to. A $180 lumper slip has to find its $180 line.
- Customer billing rules
- TMS
~50 hours a month back
Where teams differOne customer wants the POD alone. The next wants the BOL, every lumper receipt and a scale ticket, in a set order.
Step 4 of 5Sort out the POD
Automation
Keeps load 51891 unbilled and puts the blurred photo, the BOL and the charges in front of the billing lead.
Your rule is no invoice without a readable POD. This one can’t be read, so it waits.
Your teamIf the POD can’t be read
Asks the carrier for a clean copy, or holds the bill and hands it to claims if the page looks marked short or damaged.
A blurred page can hide a shortage note, and that changes what you can bill and who pays for it.
- TMS
- TMS
~10 hours a month back
Step 5 of 5Send the invoice
Automation
Once the clean POD is in, sends the invoice and packet by email or the customer’s portal and marks the load billed.
Each customer’s billing email or portal is set up once and rarely changes.
- TMS
- Accounting
- Customer portal
~25 hours a month back
Where teams differEmail works for most customers. The larger ones tend to insist on their own billing portal, one upload per load.
What changes
Loads get billed the day a clean POD comes in. Your billing team works the blurred PODs and short pallets, not the packet building.
- 3steps automated
- 2steps for the agent
- 1call kept with your team
Pick any step to see what happens there and why it sits in that lane.
What it could be worth
~160 hours a month back
$76,800 a year in time
For a brokerage delivering about 1,800 loads a month, at $40 an hour. We work out yours from your own volumes before you sign.
Let’s build your agentOne proven agent, plugged into how you work.
Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.
The agent
Same for every client- Follows the same proven steps
- A person on every exception
- Every decision logged
- Tested on your past work first
- Never invoices a load without a readable POD
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Your systems
Where the work comes in, and where the result goes.
For this agentPODs from carrier emails, driver apps and your tracking tool, invoices from your TMS or accounting.
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Your rules
The limits and exceptions it works to.
For this agentEach customer’s required documents, packet order and billing portal.
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Your team
Who signs off, and who covers when they’re away.
For this agentThe billing lead for missing or unreadable paperwork.
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Your channels
Where your team hears from it.
For this agentEmail or the customer’s portal for invoices, a daily list for your team.
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Your output
What it hands back, in the format you already use.
For this agentAn invoice with its packet attached, or a request to the carrier for what’s missing.
Auditing what carriers bill you and chasing overdue invoices are other agents in the catalog. Billing disputes and freight claims stay with your team.
The agent, and everything that keeps it working.
- The agentRunning on your systems, under your rules.
- The review screenWhere the exceptions land for your billing team.
- Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
- A test reportYour past delivered loads, run through it and checked against the number.
- The runbookHow it works, what to check, and what to do if it stops.
- 30 days of tuningAfter it goes live, through a full month of your real delivered loads.
Days from delivery to invoice sent. We measure it before we start, and again at day 30.
Live in 3 to 6 weeks. About seven hours of your time.
We do the building. Your side: access, three months of invoiced loads and each customer’s billing rules, and a short weekly check-in.
Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.
It keeps running whether or not we stay.
It runs in your accounts
Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.
Changes in the first 30 days are included
A new rule, a changed limit, someone new signing off. That’s what tuning is for.
After that, your call
Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.
About this agent.
Our customers each want something different. Does that matter?
What if the POD notes a short or damaged pallet?
Our process isn’t quite like this. Will it still work?
How do we agree the number?
What does it cost to run once it’s live?
Want loads invoiced the day they deliver?
Tell us how your team handles delivered loads today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.
- 3 to 6 weeksto live, then 30 days of tuning
- $12,500fixed, per agent
- Yours to keepno license fees