Billing
Waiting on the POD
Cannot invoice the shipper until the signed delivery receipt is in hand, and the driver turned it in at a terminal two states away.
Carriers, brokers and 3PLs
Delivered today. Billed today.
Bills of lading, delivery receipts, rate confirmations and carrier invoices come off the scanner split, read and filed by PRO and load number, so billing never waits on a POD that is already in the building.
CapturePoint 6 for Windows. The free trial starts the first time you open it, with no form.
Three desks waiting on the same piece of paper.
Dispatch and operations
Waiting on the road paperwork
Sends the rate confirmation, then chases the bill of lading, weight ticket and any shortage or damage written on the delivery receipt.
Freight AP and audit
Waiting on the rate con
Has a carrier invoice with detention added and needs the agreed rate in front of them before approving it.
What goes wrong today
Where the money stalls.
- 01
The POD lives in a text thread.
The driver photographed the delivery receipt at an angle and sent it to dispatch. It never reached billing, so the invoice for a delivered load sits for a week while someone goes looking.
- 02
The invoice does not match the rate con.
A carrier bills a lumper fee and two hours of detention that nobody agreed to. The rate confirmation is in someone’s inbox, so the invoice gets paid as billed.
- 03
The damage note nobody read.
The consignee wrote two cartons short on the delivery receipt. It was filed in a box by date, and the cargo claim deadline passed before anyone saw it.
CapturePoint 6 on freight paper
Nine kinds of freight paper, and what it reads on each.
Point CapturePoint 6 at a folder of your own bills of lading, delivery receipts, rate confirmations and the rest of a load's paperwork, and it sets up the document types and fields from them. Scan a real stack from your terminal and watch it sort and read. Then keep the fields you use and drop the ones you do not.
Document typeFields it reads
Bill of lading
Bill of Lading Number, Carrier, PRO Number, Ship Date, Shipment ID, Shipper, Consignee, Freight Terms, Total Weight, Total Packages
Delivery receipt
Delivery Receipt Number, PRO Number, Bill of Lading Number, Carrier, Consignee, Delivery Date, Delivery Condition, Received By, Pieces Delivered
Packing slip
Order Number, Ship Date, Shipment ID, Ship To, Total Cartons Shipped, Total Weight (LB), Shipper
Freight invoice
Invoice Number, Invoice Date, Due Date, Terms, Bill To, Currency, Vendor
Certificate of weight
Ticket Number, Weigh Date, Shipment ID, Vehicle ID, Weighmaster
Carrier rate confirmation
Load Number, Confirmation Date, Carrier Name, Total Rate, Equipment Type, Broker, Terms, Commodity
Pallet placard
From, Ship Date, Purchase Order Number, BOL
Load manifest
Manifest Number, Carrier, Dispatch Date, Destination Terminal, Trailer Number, Total Stops
Commercial invoice
Line items
Example document types and field names. Yours come from your own paperwork.
A week with Ademero
Load 48817, from rate con to invoice.
WhenWhat arrivesWhat happensWhere it lands
Mon 08:05
Rate confirmation for load 48817, emailed by the broker
Reads the load number, carrier, total rate and equipment type
Lands: Rate cons, load 48817
Mon 16:40
The pickup paperwork: bill of lading, packing slip, two pallet placards
One scan. Splits the stack into four documents and reads BOL number, PRO, shipper, consignee, weight and pieces
Lands: Folder for PRO 7731-0042
Wed 07:30
Sixty delivery receipts from yesterday, scanned at the terminal in one batch
Types each one and reads PRO, BOL, delivery date, received by and delivery condition
Lands: Next to each BOL, by PRO
Wed 08:15
Billing opens the PRO folder
BOL and signed POD are side by side. The delivery condition was read as a value, so a shortage note reaches claims the same morning instead of sitting in a box
Lands: Invoice to the shipper
Fri 10:00
The carrier’s freight invoice
Reads invoice number, vendor, terms and due date
Lands: AP checks it against the rate con for load 48817
CapturePoint 6 does the reading on the office PC. It learns from every confirmation, so after steady use most delivery receipts go straight through without anyone looking at them.
How Ademero fits your operation
Start with a scanner. Add the rest when you need it.
Windows software for the PC next to your scanner. Take the 2-minute tour, then point it at a folder of your own paperwork and it sets up the job itself. Files go to folders named by PRO or load number with a data file of every value, or to SharePoint, OneDrive, Google Drive or Dropbox.
Content Central groups every document with the same PRO or load number into one file and marks it incomplete until the POD arrives. A morning report lists the loads still missing paperwork, carrier invoices go through approval, and email from a Microsoft 365 or Gmail mailbox is captured too.
Send in documents and get clean fields and line items back by download, SFTP or webhook. It learns your layouts from a few samples and runs in the cloud, so your developers wire it in once.
The rules on keeping freight records
Kept as long as the rules say. Found the day someone asks.
Set each period with your counsel. Content Central applies it per document type, clears records on schedule, and can keep any load's file indefinitely for a claim, a dispute or an audit.
Freight brokers
FMCSA rules (49 CFR 371.3) ask brokers to keep a record of each transaction for three years.
Motor carriers
Hours of service supporting documents, which include bills of lading and dispatch records, are kept for six months (49 CFR 395.8).
Importers and customs brokers
CBP recordkeeping rules (19 CFR Part 163) generally keep entry records, commercial invoices included, for five years from the date of entry.
Questions from the freight office
Will it work with our TMS?
CapturePoint 6 writes each finished PDF plus a data file with every captured value to a folder, named the way you choose. If your TMS or accounting system can import from a folder, it can pick them up there. If your developers would rather receive the values directly, Paige delivers them by webhook or SFTP.
Our drivers send photos instead of paper. Does that work?
Yes. CapturePoint 6 imports JPEG and PNG photos as well as PDF and TIFF files, so phone pictures of delivery receipts saved to a folder go through the same job as scanned paper.
Does our freight paperwork leave our building?
Not with CapturePoint 6. Reading and extraction happen on the PC it runs on, and you choose where the finished files go.
Do we have to build the job ourselves?
No. Give CapturePoint 6 a folder of your own bills of lading and delivery receipts and it sets up document types and fields from them. It learns from every confirmation, and after steady use most documents need no review.
Scan yesterday's delivery receipts this afternoon.
Download CapturePoint 6, take the 2-minute tour from the welcome screen, then run a real stack of your own through it. Rather have someone walk you through it? Book a free live demo with your own paperwork.
Since 2002, more than 1,000 organizations have trusted Ademero with their documents, and Fortune 500 companies and government agencies review our security every year.
Read next
- Bill of lading data capture: a practical guide
- Splitting a mixed stack into separate documents
- Automatic file naming for scanned documents
- Invoice OCR for carrier invoices
- File naming convention template
- Records retention policy template
- Document packets that show what is missing
- Digital mailroom
- CapturePoint help library