Many leading carriers and brokers use Trimble TruckMate for dispatch, operations, and accounting. It streamlines their processes, increases efficiency, and is built for transportation.
But did you know that one of the highest ROI opportunities for TruckMate users is to implement an invoice processing solution from Paperwise on top of TruckMate? Billing, driver payment and customer satisfaction is the core of every transportation company’s success, yet each of those areas is fraught with manual work and errors.
Every load creates a large amount of paperwork, and that paperwork eats up your staff time. It’s not enough to just scan documents in the field. Someone in the back office still must read and input the data from those documents, slowing your cycle time by weeks.
TruckMate users are cutting their time in invoice processing by as much as 80% and increasing their accuracy. Paperwise Intelligent Capture extracts the data from your documents such as bills of lading, scale tickets, invoices and more saving your team time and errors.
The solution improves many areas in your invoice processing cycle. Here’s a quick look at how it could work for you.
Input
There are multiple ways to capture data: scanners, multi-function peripherals (MFPs), UNC folders (network folders), fax, email, mobile devices or through a secure customer portal.
Invoices and images are normalized, cleaned up and rotated in preparation for classification.
Input methods can include:
- Email Capture
- Scan Capture
- Fax Capture
- Mobile Capture
- Portal Capture
Document Classification
Paperwise Intelligent Capture is smart enough to recognize what kind of document is captured and classify it. The system determines what type of document it ingested through Optical Character Recognition (OCR), Intelligent Character Recognition (ICR) and/or Optical Mark Recognition (OMR). This step will determine if a document is, for example, an invoice, or a supporting document.
Invoice Data Extraction
Every document has data elements. Typically, someone in your office must read through the document to identify that data and manually key it into another system. This data is very valuable because it can be used to organize, find, and route documents. The data we automatically extract might include things like:
- Invoice Number
- Order Number
- Date
- Amount
Invoice Validation
You want to make sure that the documents meet your corporate guidance. If there are any documents that fall below pre-set tolerance levels, they are highlighted for human review.
- Amount Validation (e.g., does the amount on the invoice match?)
- Invoice Approval Protocol (e.g., Approved >.05 Cents)
Invoice Process Workflow
Once all documents have been validated, the documents and data are moved to the Paperwise system. We set up a queue for you with different routing if the invoice is approved, has an exception, or requires some other kind of review (e.g., an unreadable image).
TMW TruckMate Invoice Payable Update
The Paperwise API with TruckMate allows data to validate amounts and set flags.
Document Management Invoice Access
Our integration with TruckMate allows single click searching directly from your TruckMate application. You can choose to search each invoice by Bill Number or Invoice Number.
Customer Portal Invoice Access
The Paperwise portal is a web content management system and framework that allows businesses to securely present documents and information with customers, shippers, carriers, and drivers 24 hours a day, 7 days a week.
Paperwise provides TruckMate users with faster cycle times, happier employees, improved accounting processes and better customer satisfaction. If you are involved with a trucking company that has no imaging or workflow solution in place and are tired of manual processes and errors, contact us today for a free consultation. We are certain you can achieve these same results quickly, easily, and inexpensively.
