The Embedded Audit feature allows you to efficiently review, approve, and dispute invoices directly within ShipperGuide. This ensures faster dispute resolution, reduces manual effort, and increases transparency in financial operations and it’s available on some processes and menus of ShipperGuide.

How It Works

Settlement Tab

Starting with the settlement page on the Shipments menu, you can access the Settlement Tab to view shipments and their accounting statuses. The status will change according to the journey:

• Pending Document indicates that the carrier’s documents are pending.
• Ready to audit means one or more invoices are available for auditing
• Ready to Pay means the invoices were audited and the shipment has an approved invoice with no pending or disputed invoices. 
• Disputing indicates that one or more invoices are being disputed with the carrier.

Reviewing Invoices

To review invoices and see all shipment-related documents, select the specific shipment, and click Docs and Charges.

Shippers can view charges and invoices associated with the shipment. The system displays created charges and invoices within the same modal.

On the Summary section, you’ll have the sum of the invoices related to this shipment. You can use the icon () to preview the invoices, their status detail, and review them.

If no discrepancies are found, you can approve the invoice by clicking the button .

If an issue is detected, as a mismatching in the values, click . The system will notify the carrier and open a communication channel with all the shipment’s information. They receive an in-app chat notification with reference codes and also an email with dispute details.

After opening a dispute, this invoice is going to be labeled as “disputing”:

As soon as you have more information from the carrier, you can later reject a disputed invoice if needed by choosing between “Deny” and “Approve Invoice”.

After that, the invoice is going to be ready to pay.

Auto-Approval Configuration

To automate this process, you can also configure auto-approval settings based on the total invoice value by setting thresholds.

The system compares the carrier-stated invoice value with the sum of approved charges in ShipperGuide. If the sum of charges matches the carrier's stated amount and is within the shipper’s threshold, the invoice is automatically approved. You can set thresholds based on percentage or fixed amount.

Any shipment that went through the auto-approval process will have this specific mark:

Exporting payables

Additionally, you can export the list of shipments 

You can bulk export them via CSV by clicking on the checkbox, selecting all the “ready to pay” shipments, and clicking “Export shipments as a CSV”.

Once the download is available, it will appear on the "Payables" page for easy access. Go to the menu “Settlement”, and then “Payable”.

For additional support, contact our Customer Support Team.