PODs collected, checked and billed the day freight delivers
A done-for-you proof of delivery and freight billing automation is an AI agent that chases signed PODs and BOLs from drivers, carriers and receivers as soon as a load delivers, reads them, checks signatures, exceptions and accessorials against the rate confirmation, and drafts the customer invoice and carrier payable in your TMS or accounting system. A billing clerk approves the exceptions. BufferSol builds and runs it for you, live in 3 to 6 weeks.
- Live in 3 to 6 weeks
- Works with McLeod LoadMaster, McLeod PowerBroker and more
- People approve what matters
Is this you?
Freight brokers, 3PLs and carriers whose billing teams wait on missing PODs, audit paperwork by hand and settle carrier invoice disputes by email and phone.
- Delivered loads sit unbilled because the POD has not arrived.
- Billing staff search texts, inboxes and carrier portals for paperwork.
- Customers short-pay or dispute invoices over missing signatures, pages or accessorial receipts.
- Carrier invoices do not match the rate confirmation and are resolved by phone.
- Month-end billing creates a backlog and delays cash.
Today vs done for you
The current way, and the new way
What your team does by hand today, and what the automation does instead, step by step.
How it works today
- A load delivers and the TMS shows it as delivered, but no paperwork arrives.
- Billing clerks email and call carriers and drivers for the POD and wait for photos or scans.
- They open each document to check it is signed, legible, complete and free of exceptions.
- They compare detention, lumper and other accessorials with the rate confirmation and receipts.
- They key the invoice into the TMS or QuickBooks, attach paperwork, and handle carrier invoice questions by phone.
What it quietly costs you
- · Days of float between delivery and invoice, which slows cash for the business.
- · Revenue lost to unbilled loads, unclaimed accessorials and short-pays.
- · Billing staff time spent auditing paperwork and chasing documents instead of collecting.
How it works done for you
- When a load is marked delivered, the agent asks the driver or carrier for the POD by text or email, with a direct upload link.
- It collects documents from email, carrier portals, tracking apps and texted photos, and attaches each one to the right load.
- It reads each page, checks for receiver signature, date, piece count and exception notes, and compares it with the customer's paperwork rules.
- It matches accessorials such as detention and lumper fees to the rate confirmation, tracking timestamps and receipts.
- Complete loads get a drafted customer invoice and carrier payable in McLeod, Aljex, Turvo or QuickBooks; incomplete ones go to a clerk with the gap named.
- It replies to carrier invoice questions with the rate confirmation and approved charges, and escalates real disputes to a person.
- Every document, check, invoice draft and approval is logged by load for audits and customer disputes.
Your people
What changes for your team
| Role | Today | Done for you |
|---|---|---|
| Billing clerk | Chases PODs, audits paperwork page by page and keys invoices. | Approves drafted invoices and resolves the loads the agent flags as incomplete. |
| Carrier payables specialist | Matches carrier invoices to rate confirmations and argues differences by phone. | Reviews flagged differences with the evidence already attached. |
| Controller or finance lead | Sees a growing pile of delivered but unbilled loads at month end. | Watches days from delivery to invoice and unbilled value daily. |
The numbers
What it's worth to you
Estimate the time and cost you get back with your own numbers. We baseline the real figures in week 1 and track these KPIs from day one.
Example inputs · change them to yours
The automated share covers POD requests, paperwork checks and invoice drafts for clean loads; claims, damaged freight and disputed accessorials stay with billing staff.
Staff time back
200 hours a month
About 1.3 full-time people freed for higher-value work
Capacity reclaimed a month
$6,000
A year
$72,000
An estimate from your inputs only. In week 1 we measure your real baseline, so results are tracked against your own numbers.
Days from delivery to invoice
Delivery timestamp to invoice date per load, baselined from the prior quarter in the TMS.
Loads missing POD after a set time
Delivered loads without complete paperwork after your target window, reported daily.
Invoice disputes and short-pays
Customer disputes tied to paperwork or accessorials, per hundred invoices.
Accessorials billed
Detention, lumper and other approved charges billed against those documented, by month.
Carrier invoice exceptions
Carrier invoices not matching the rate confirmation, and time to resolve them.
50%
42%
Over half of respondents (52%)
Works with the tools you already use
- McLeod LoadMaster
- McLeod PowerBroker
- Aljex
- Turvo
- QuickBooks Online
- NetSuite
- Samsara
- Trucker Tools
- Microsoft Outlook
- Twilio
Guardrails built in
- No invoice is sent to a customer without a person approving it, unless you allow auto-send for clean loads from named customers.
- Accessorial charges are billed only with supporting evidence attached.
- Carrier payment amounts cannot be changed by the agent; differences go to a person.
- Original documents are stored unchanged and linked to the load and invoice.
- Every request, document, check and approval is logged for customer and carrier audits.
Why it hurts today
What teams say about this work
Common complaints from operators, reviewers and industry research.
In a broker poll, the most common proof-of-delivery complaint was simply not receiving the POD at all, and many teams said auditing paperwork takes up a large part of each day.
Carriers on a trucking forum complained about brokers paying well past terms, and noted that delays often trace back to paperwork, such as customers who require every page of a multi-page BOL signed and stamped.
Paper PODs get left in the cab or dropped at a terminal weeks later, receivers sometimes refuse to sign, and billing cannot invoice until the document turns up.
Signed delivery documents can go missing for weeks and invoices stall until they appear, while month-end batch billing ties up working capital.
Done for you
Live in 3 to 6 weeks
We do the build, the integrations and the rollout. Your team gives us access, reviews the pilot and approves go-live.
- 1
Week 1
Discovery and access
We map the workflow with your team, agree the outcomes and KPIs, measure today's baseline and get secure access to your tools.
- 2
Weeks 2–3
Build and connect
We build the agents and connect your systems, with your rules, approval steps, permissions and logging.
- 3
Weeks 3–5
Test and pilot
We test on your real history, then run a pilot on live work while your team reviews what the agent does.
- 4
Weeks 4–6
Go live and hand over
We roll out in stages, train your team, hand over dashboards and runbooks, and keep improving it with you.
Executive Ask: ask your business anything
One plain-English assistant connected to every system you run: CRM, helpdesk, ERP and accounting, HR, inbox and docs. Leaders get sourced answers in seconds and can trigger actions with approval. It respects everyone's existing permissions and logs every answer.
See Executive AskAsk it, for example
- How many delivered loads are still unbilled, and what is holding each one up?
- Which carriers are slowest to send PODs?
- How much detention did we bill last month compared with what was documented?
Proof of Delivery & Freight Billing: questions
Straight answers to what clients ask us most.
Ask our teamHow long does it take to set up?
Usually 3 to 6 weeks. We connect your TMS, accounting system, billing inbox and tracking apps, and capture each major customer's paperwork rules. The agent then checks packets beside your billing team for a short period. Once its checks match theirs, it starts drafting invoices for approval and chasing PODs on its own.
What is the cost?
We do not publish a price, because it depends on load volume, the number of customers with special paperwork rules, and the systems involved. It is quoted after a short scoping call where we look at a sample of delivered loads and your current billing steps. You get a fixed scope and quote before any build.
Can it read blurry photos and handwritten notes?
It reads most phone photos, scans and handwritten exception notes, such as shortages, damage or late arrival remarks. When a page is too blurry, a signature is missing or a note is unclear, it asks the driver for a better photo straight away and flags the load, rather than billing on a guess.
Does it work for carriers as well as brokers?
Yes. Brokers mostly use it to collect PODs from carriers and bill shippers. Asset carriers use it to collect paperwork from their own drivers, bill brokers and shippers, and send packets to factoring companies. The checks and invoice drafts follow whichever side of the load you are on.
Will it send invoices automatically?
Only where you allow it. Most clients start with every invoice approved by a person. Later, many let clean loads for named customers go out automatically once the POD passes every check, while loads with accessorials, exceptions or disputes always wait for review.
Pairs well with
Operations & Supply Chain
Document Intake & Data Extraction
Bills of lading, packing slips and forms read straight into your systems
See the outcomeFinance & Accounting
Collections & Accounts Receivable
Overdue invoices followed up daily, disputes routed and payments matched
See the outcomeLogistics & Transport
Shipment Status Updates
Customers get load updates before they ask, without check calls
See the outcomeSources
- Freight Brokers: You're Spending 12% of Your Time Fixing Back-Office Issues | FreightCaviar, FreightCaviar
- For Brokers who Do not pay timely…, TheTruckersReport.com forum
- What to Do When Proof of Delivery (POD) Is Missing in Trucking (Fix It Fast), Truckpedia
- How Paperless Logistics Eliminates POD Delays and Accelerates Invoice Processing, Vector
- Freight Broker Pulse Report: Operational Efficiency & Digitization Are Key for Freight Brokers, Denim
Get Proof of Delivery & Freight Billing done for you
Tell us about your volumes and tools. A senior engineer replies within one business day with scope, timeline and cost.
Live in 3 to 6 weeks · Priced after a short call · Company emails only