Can I tag an invoice with a trip number that doesn't exist yet?

Yes. Trip numbers are generated in your systems, not printed on a carrier's invoice, and some only arrive after the paperwork does. There is no list to set up first — type any number, including one you have never used before. Numbers you have used come up as suggestions. You can add or change a trip number at any point, including on an invoice you have already approved and pushed to your accounting system.

Does it handle more than one currency?

Yes. Each invoice keeps the currency it was issued in and is displayed that way, so a load with costs in three currencies reads correctly on one screen instead of being silently added together.

What about handwritten fuel slips and weighbridge notes?

There is a separate lane for handwritten documents, because a fuel slip from a filling station and a typed carrier invoice are not the same problem. Scan or photograph them and they are read and queued like anything else.

Our invoices turn up weeks after the load. Does that break the filtering?

No, and this is worth being precise about. Every document carries two dates: the date printed on the invoice, and the date it reached us. Filtering by date uses the invoice's own date, which is the one that matches how a month actually gets reconciled. Both are shown on the table, and the filter says which one it is using. An invoice with no readable date is labelled rather than left blank, because those never appear in a date search and you should be able to see that they exist.

Will it group two separate invoices as duplicates?

Not when they state different invoice numbers. Three items bought from the same supplier on the same day, on sequential invoice numbers, are three bills — not one duplicate group. Duplicate detection will not merge documents whose invoice numbers disagree.

Does it audit carrier rates against a rate confirmation?

Not available yet. Today IPP captures every cost, checks the arithmetic, allocates it to a trip in the currency it was billed, and pushes approved bills. If rate matching matters to you, tell us.

For Logistics & Freight

Know what a load actually cost you.

One trip picks up fuel, haulage, port handling and clearing charges from four different suppliers, in three currencies, on paperwork that turns up weeks later. InvoiceParser Pro reads all of it and lets you allocate every cost to a trip number — including the invoices that arrive long after the truck is back.

Start free — 25 invoices a month Talk to us about your operation

Or try a document first: up to 3 invoices a day, no signup.

Product capture · synthetic data

Cost per trip

Carrier, fuel, port and clearing costs — allocated to the load that incurred them

8 ready to approve

InvoiceParser Pro invoice table for a freight operator: twelve carrier, fuel, port and drayage invoices with a Trip column allocating each to a trip number, amounts in US dollars, euros, Mexican pesos and pounds sterling, an invoice-date column, and review signals showing eight ready to approve and four needing attention

Trip allocation

Tag any invoice to a load, whenever the number arrives

Currency kept

Each cost shown in the currency it was billed

Invoice date

Filter on the document's date, not the day it landed

Triage first

Clean invoices can clear themselves; exceptions surface

Free for 25 invoices a monthNo card required

Per-trip

Cost allocation on every invoice

Multi-currency

Each invoice in the currency billed

Handwritten

Fuel slips and weighbridge notes

Approved

Paid accounting push

Why freight is different

Generic AP software assumes the invoice arrives before you need it.

AI-generated illustration of a freight administrator reviewing an invoice in IPP at a depot desk. — AI-generated illustration · Fictional people and workplace.

Freight does not work that way. The load runs, the truck comes back, and the paperwork keeps arriving for weeks — a fuel slip from a filling station eight hundred kilometres away, a clearing agent's invoice, port handling, a tyre replaced at the roadside. Half of it is handwritten. Some of it is in a different currency than the load was sold in.

By the time it has all landed, the question “what did that trip cost” means opening a spreadsheet and going hunting. Most tools cannot even ask it, because they file costs by supplier and month, which is how an accountant thinks and not how a load works.

The fix is not clever. It is letting you write your own trip number on any cost, at any time, including after the invoice is filed and paid.

Customer evidence · freight operator

Built with a freight company, not for a persona.

“In a typical 10-hour admin workday, IPP has cut the time spent on accounting and documents by more than half. Even on a lighter day with just 20 invoices, what used to take an hour or two of tedious capturing is knocked out in minutes.”

Before IPP, in her words: “Pure manual capture. To be quite honest, that is a complete no-go for me now—I will never go back to manual entry!”

Rika LombardOwner, Lombard International · Walvis Bay, NamibiaRead the full story

“The vendor emails a massive batch scan, I drop it into IPP, and within 5 minutes, every single invoice, line item, amount, and date is extracted and reconciled.”

Customer-reported experience. Results depend on the documents and workflow.

What you get

The unglamorous half of freight, handled.

Allocate costs to a trip

One load picks up fuel, haulage, port handling and clearing charges from four different suppliers. Tag each invoice with your own trip number so the cost of a load is a thing you can see, not a thing you reconstruct. Add or change it whenever the number turns up.

Three currencies, one screen

Cross-border work bills in whatever the corridor uses. Every invoice keeps the currency it was issued in and is shown that way, so nothing is quietly summed across currencies that do not add up.

Handwritten slips have their own lane

A fuel slip scrawled at a filling station on a long-haul corridor is not a typed carrier invoice, and pretending otherwise is how these get lost. Scan a stack and they are read and queued like anything else.

Paperwork that arrives late still files correctly

Every document carries both the date printed on it and the date it reached you. Date filters use the invoice's own date, which is the one that matches how a month gets closed. Invoices with no readable date are labelled, not hidden.

Duplicates that are actually duplicates

Sequential invoice numbers from one supplier on one day are separate bills, not a duplicate group. Detection will not merge documents whose invoice numbers disagree, so nothing real gets deleted on your behalf.

Pull a month of PDFs in one go

Filter to a carrier, a month, or whatever you are chasing, and download every matching PDF at once — renamed by supplier and invoice number. It takes the whole filter, not the page you happen to be looking at.

Port, clearing and workshop costs too

Container handling, clearing agents, tyres, workshop parts. Anything with an invoice goes in the same place as the linehaul, which is the only way a per-trip figure means anything.

Fuel spend, captured per stop

Every fuel invoice recorded against the trip it fuelled, in the currency it was paid. The record you need before anyone can tell you a pump charged over the gazetted price.

How it works

Three steps, and nothing changes downstream.

Send the paperwork in

Upload a batch, forward it to a dedicated email address, or scan a pile of slips. Typed invoices and handwritten ones both have a home.

Tag it to the trip

Assign a trip number as you go, or later when the number comes through. Previously used numbers are suggested; a brand-new one is always accepted.

Approve and push

Clean invoices can auto-approve when you switch it on. The rest surface for review. Paid plans and the trial can push approved bills to QuickBooks, Xero or Zoho Books within the accounting limits.

Not available yet

Rate auditing isn't here yet.

IPP does not match a carrier's invoice against the rate you agreed. It is not available yet, and we would rather tell you that than let a screenshot imply otherwise. What ships today is the record underneath it: every cost captured, allocated to a trip, in the currency it was billed. If rate matching matters to you, tell us.

Questions freight operators ask

By kind of paperwork

Practical guides for month-end, currency costing, duplicates and per-load margins: freight AP guides.

Comparing tools? Freight invoice processing software, compared and AP automation in South Africa and Namibia.

Put one month of paperwork through it.

Start with a 14-day trial and 50 invoices. Then continue on Free with 25 invoices a month. No card required. Try a representative set of your paperwork and review the results before changing your workflow.

Start free Try a document See pricing

Accounting handoff, with the limits stated

Paid plans and the trial can push approved bills. Each workspace connects to one company per provider; separate client books use exports or separate workspaces and sign-ins. Direct pushes use the selected invoice expense account, a matching client default, or your workspace default. QuickBooks supports mapped tax codes; Xero and Zoho Books pushes do not set tax codes.

Also built for

Want to see the check on your own paperwork first? Try a document: up to 3 invoices a day, no signup.