Freight operations guide
Close the month with the paperwork in order.
A load may be back before its fuel, port and clearing invoices reach the office. Use this checklist to organize the handoff to your AP team.
- 1
Collect the missing paperwork
Compare supplier statements with the invoices you have received. Request missing documents separately; invoice capture alone cannot prove that every supplier charge has arrived.
- 2
Separate invoice date from arrival date
Late paperwork should remain traceable to its original date. Confirm your accounting period with the person responsible for the books before posting.
- 3
Review the exceptions
Check uncertain fields against the page. Investigate arithmetic mismatches and possible duplicates before approving. An arithmetic check does not validate the agreed carrier rate.
- 4
Allocate each cost to the trip
Use your own trip references. A bill covering several trips can be allocated at line level. Keep each amount in its original currency rather than adding unlike currencies.
- 5
Prepare the accounting handoff
Check vendor and account mappings, approve the relevant bills, and sync or export. Verify the destination result before treating the handoff as complete.
- 6
Keep the evidence accessible
Retain the source document, review decisions and export history. Confirm the next person can find the trip and its supporting invoices.
A simple trip example
Trip A has a USD 1,400 carrier invoice and a NAD 2,000 workshop invoice. Keep two currency totals. If a later bill arrives, attach its trip reference and review it with the same evidence. These are fictional amounts, not a customer’s rates.
IPP helps capture, check, allocate and export the invoices. It does not provide a complete month-end close pack or compare invoices against agreed freight rates.
Explore the sample workflow