Checking a freight invoice means matching each charge to the agreed purchasing terms, then explaining differences before approval. An extra charge is not necessarily an error: a service may have been added during the shipment. The invoice, accepted quote and supporting documents help establish what happened.
This method is for transport and accounts payable teams reviewing invoices from carriers and freight forwarders.
1. Gather the documents for the same shipment
Before comparing amounts, find:
- The invoice, provider, invoice reference and shipment file.
- The accepted quote or the applicable version of the rate card.
- The route, dates, quantity and billing unit: container, kilo, pallet or service.
- The purchasing terms: included charges, exclusions, validity and any free time.
- Evidence of a change: a service request, approval, waiting-time record or delivery document.
Check whether an invoice or credit note for the same shipment has already been processed. A missing reference remains an unresolved item; it should not become an expected amount of zero.
2. Compare the same scope, line by line
Match each invoiced item to its reference charge. Labels may differ: compare the service, quantity and rate, rather than relying on the line name alone.
Use a common currency and scope of charges. If conversion is needed, find the agreed exchange-rate rule and date. Separate differences in quantity, rate and currency from additional services. The guide to ocean freight rate types explains why the freight amount alone is not enough to compare two offers.
3. Worked example: explaining an extra €100
This example is entirely fictional and does not report customer results. All amounts below are in euros, excluding taxes, for one shipment. The accepted offer totals €2,450; the invoice totals €2,550.
| Item | Offer | Invoice |
|---|---|---|
| Freight | €1,800 | €1,800 |
| Delivery | €450 | €450 |
| Administration | €200 | €200 |
| Waiting time | — | €100 |
| Total | €2,450 | €2,550 |
The dash means waiting time was not priced in the offer, not that it must be free. The difference is €2,550 − €2,450 = €100. Find the term that makes this charge applicable.
- Explained charge: the accepted terms specify €50 per hour beyond the free period, and a record supports two billable hours. The €100 matches this reference; the team retains the evidence for approval.
- Charge awaiting evidence: the applicable term or duration is missing. Ask the provider for those details before drawing a conclusion. A missing document alone does not establish that €100 should be refunded.
- Confirmed error: the review establishes that only one hour is billable under the agreed terms. The expected charge becomes €50; the correction to request is €50, not the original €100 difference.
4. Record the decision and track the correction
For each item under review, record the invoiced amount, reference amount, evidence received or missing, explanation and person responsible for the next step. This avoids repeating the investigation when accounts payable or the provider replies.
A precise request identifies the shipment, invoice, line, applicable rule and expected correction. For example: “Waiting time invoiced at €100; one billable hour at €50/hour under the attached terms and time record; requested correction: €50.”
Keep difference detected → error confirmed → correction requested → credit note or corrected invoice received distinct. Close the review after checking the received document and matching it to the invoice, following your accounting process. A draft or a sent request is not a realized saving.
5. Measure the review within a defined scope
Track the share of eligible invoices matched, review time and corrections actually obtained. State the period, providers and invoice types. Fewer detected differences may reflect less complete checking, so review coverage as well.
Try invoice matching in OneChain
OneChain invoice control brings the invoice, purchasing reference and shipment file together to examine differences. Zach prepares document data for supported formats and workflows; your team retains the business decision.
Try the invoice control demonstration: examine the lines and prepare a draft using fictional data. Actions stay within the demonstration.
To review your own process, discuss an invoice and its purchasing reference with us. Have the shipment file and the difference you want to understand ready.