Prepare an audit of transport invoices: documents, scope and deliverables

An audit of transport invoices verifies the consistency between the services invoiced, the agreed conditions and the shipments made. For a transport manager, the first difficulty is often to gather the correct version of the documents. Before launching an analysis, define what you are looking to understand: an increase in invoice, a recurring surcharge, duplicates or the correct application of a new grid.

Choose a scope that you can explain

Select a period, the carrier accounts concerned and a flow family. A limited but documented set makes it possible to verify the method before extending it. Note the number of invoices, lines and the amount excluding tax for the scope. These three numbers will be necessary to interpret the results. An analysis of a few invoices does not demonstrate that the same rate of discrepancy exists for all your expenses.

1. 01

   Invoices and their details

   Collect the original document and, if available, the detailed Excel or CSV export. Preserve invoice, line, and shipping numbers. Add the credit notes already received to avoid claiming a settled amount.

2. 02

   Applicable pricing references

   Keep the rate schedules, amendments, effective dates, zones, weight ranges, minimums and rounding rules. A recent grid does not always allow you to recalculate an older shipment.

3. 03

   Supplement rules

   Identify for each surcharge its base, its rate, its period and its exclusions. For fuel, note the reference used in your agreement; a public index does not replace the rule applicable to your file.

4. 04

   Operating elements

   Gather shipment references, destinations, services ordered, weights and dimensions available. Evidence of collection or delivery serves to clarify the lines whose operational reality is being discussed.

Recalculate a row before extending control

Let's take an illustrative example: a service of €500 excluding tax and a contractual surcharge of 8% on this basis alone. The expected surcharge is €40. If the invoice indicates €60, the apparent difference is €20. Before retaining it, check that the rate, the basis, the date and any exceptions are those in the file. This reasoning must be able to be reproduced by another person.

The CNR publishes a professional diesel index which can serve as a reference when the applicable conditions provide for it. Document precisely the index and period used in your control. A change in fuel cost and a billing error are two explanations to distinguish.

Define deliverables before the mission

• A summary of the scope actually controlled and its coverage.
• A statement of discrepancies with invoice, line, calculation, reference and status.
• A separate list of missing data and inconclusive cases.
• Supporting files for the anomalies retained.
• An action plan: request for clarification, challenge or correction of the process.

Distinguish detection, dispute and settlement

A total of anomalies is not a total of savings. Track separately the amounts detected, those whose documents confirm the discrepancy, those transmitted to the carrier and those actually settled. When returning, also ask what causes come up: wrong version of grid, missing reference or misinterpreted surcharge. This reading helps prevent future deviations.

FretGuard offers a free first audit on a scope defined together, with human verification and results review. Complaints management and recurring monitoring are then the subject of a paid mission agreed before its start.

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