Reconciliation
Freight invoice reconciliation software
Margin does not only leak at quote time. It leaks when the carrier invoice arrives with a BAF you never quoted, a THC that grew, or demurrage and detention nobody expected, and the ops team is too busy to check line by line. Fretie reconciles carrier invoices against the quoted buy automatically.
Every variance surfaces with the quote, the rate, and the invoice side by side, so a dispute is backed by the ledger instead of somebody's memory.
Inside the app
Reconciliation
Carrier invoices checked against what you quoted.
When an invoice arrives, Fretie compares it line by line with the buy rate on the quote. A surcharge that was not quoted becomes an exception with an owner, before the invoice is paid.
How Fretie handles it
Invoices read by Document AI
Upload carrier invoices as PDF, Excel, CSV, or images. Fretie extracts the line items and matches them to the shipment and to the rate the quote was priced from.
Variance and leakage reporting
Reconciliation reports show variance per invoice and margin leakage in aggregate, by carrier, lane, and period. A carrier that habitually bills THC above contract shows up as a pattern you can take to the negotiation, not just a one-off you wave through.
Closed loop with quoting
Because reconciliation runs against the same rate ledger that priced the quote, the comparison is exact: quoted buy versus invoiced amount, surcharge by surcharge. CSV export hands the results straight to accounting.
What you get
- Carrier invoice extraction from PDF, Excel, CSV, and images
- Automatic matching to shipments and quoted buy rates
- Line-level variance detection, surcharge by surcharge
- Margin-leakage reporting by carrier, lane, and period
- Cost overruns raised as exceptions automatically
- Dispute evidence: quote, rate, and invoice side by side
- CSV export for accounting
Questions
What is freight invoice reconciliation?
It is checking the invoice a carrier sends you against the buy rate you actually quoted from, line by line and surcharge by surcharge, to catch overcharges and rate discrepancies before you pay them.
How do invoices get into Fretie?
Upload them in the formats carriers send: PDF, Excel, CSV, or images. Document AI extracts the line items and matches them to the right shipment and rate automatically.
What does Fretie do when it finds a variance?
It flags the invoice with the exact discrepancy (which line, which surcharge, how much) alongside the original quote and rate, so you have dispute-ready evidence in one view.
What are the most common carrier invoice errors?
In practice: surcharges billed above the contracted level (BAF and THC are frequent offenders), charges applied that were not in the quoted rate, currency and rounding differences, and demurrage or detention that should have been contested. Line-level matching against the quoted buy catches all of these.
Can I see leakage trends, not just single invoices?
Yes. Reconciliation reporting aggregates variance by carrier, lane, and period, so systematic overbilling shows up as a pattern you can take to the carrier.
Does reconciliation require using Fretie for quoting too?
It works best as a closed loop, with the invoice checked against the same ledger that priced the quote. But you can load rates and invoices independently and still get variance checking.