Summary
Business Challenge
Every load created paperwork that had to be read, entered, checked, and filed manually. Rate confirmations alone took 15 – 20 minutes each, while settlement reconciliation could take hours and push invoices days behind completed loads.
As broker formats multiplied, the process became harder to control without adding more back-office capacity.
The same load data often had to be checked across broker documents, driver settlements, and company settlement records. Underpaid loads, duplicate charges, missing details, or mismatched settlements could go unnoticed until billing or reconciliation.
The process also relied heavily on one person, making delays more likely when that person was unavailable.
What We Did
1
Workflow and document audit
WiserBrand mapped how trucking documents entered the back office, how load data moved between tracking, settlement review, and billing, and where manual work created delay or financial risk.
The goal was not just to extract data from PDFs. The system had to support the full path from document intake to accounting handoff.
2
Multi-channel intake and data extraction
We built an intake flow for documents arriving through monitored inboxes, chat, and Telegram. The system reads text-based and scanned PDFs and extracts the fields needed to create a load record: broker, load number, route, dates, rates, contacts, and instructions.
Missing, unclear, or conflicting information is flagged for review rather than automatically pushed downstream.
3
Live load tracking and financial visibility
Extracted data feeds a live load tracker with status, delivery dates, rates, broker details, and weekly load grouping. The system also supports revenue-per-mile tracking and deadhead calculations, giving the team a clearer view of load-level performance.
This replaced manual spreadsheet upkeep with a more consistent source of operational and financial data.
4
Settlement checks and invoicing handoff
The system checks driver and company settlements against original load records using load identifiers. Rate mismatches, unexpected deductions, and missing details are surfaced before billing.
After settlement review, verified load and financial data is prepared for invoicing, reducing the back-and-forth between operations and finance.
Project Results
The company moved from manual back-office tracking to a single workflow for document intake, load tracking, settlement checks, and invoice preparation.
