Freight invoice approval: a clear workflow after the audit

Use status rules to set an invoice’s workflow status and assign it to a colleague when its audited data meets your conditions. Scope rules to all carriers or selected carriers. Invoice-level rules read invoice totals; shipment-level rules evaluate individual shipments.

Rules run in priority order, with the first match taking effect. Put specific exceptions ahead of a general fallback, and make the fallback an explicit review decision. The routing form lets you inspect the conditions and the assigned user before saving.

Open the invoice summary, its source document, financial totals and shipment breakdown. Inspect billed and negotiated charges, overpayments, underpayments and missing-reference amounts. Where available, the FX split distinguishes the exchange-rate component from the rest of the deviation.

Open a shipment’s charge lines and jump back to the relevant page of the source document. The reviewer can change the invoice status, assign a colleague or leave a remark while keeping the supporting invoice and shipment context close to the decision.

Describe the condition and intended result to the AI Rule Generator. It fills the rule form with a proposed target, conditions, carrier scope and assignment for you to review. You save the configuration; the suggestion is not an approval of an invoice.

New rules apply to subsequent processing. To evaluate existing invoices, rerun selected rules against an explicit status scope and inspect the reported changes. You can enable, disable, duplicate, edit and reorder rules as your process evolves.

The invoice history records status changes, their time and whether they came from a user, a bulk action or the system. Assigned-user views and saved filters help each reviewer return to the invoices they own, while shipment statuses make partially resolved invoices visible.

This provides a review trail within Intellyse. An approval status is not a bank payment, and a rejected charge does not itself cancel a carrier invoice. Your accounts-payable process and agreed carrier communication determine what happens next.

Keep invoice validation and review in Intellyse while your ERP or accounts-payable system continues to govern posting and payment. If a discrepancy needs a carrier claim, the Dispute Agent provides the separate claim and reconciliation workflow.

Accounting exports and integrations need an agreed mapping and setup. We confirm the fields, format and responsibilities for your environment rather than promising that every invoice is automatically posted to every financial system.