Automating freight invoice reconciliation across 40,000 shipments a month
A reconciliation agent that reads every carrier invoice, matches it to orders, rates and proof of delivery, and posts clean invoices without a human touch.
- Client
- Halden Freight
- Industry
- Logistics
- Duration
- 10 weeks
- Services
- AI Agent Development, System Integration, Workflow Design
- Faster invoice processing
- 87%
- Average invoice cycle
- 11 min
- Overbilling recovered in year one
- $1.4M
- Invoices posted without a human touch
- 96%
Where the work was stuck.
Halden’s finance team matched carrier invoices against purchase orders, contract rate cards and delivery records by hand. With 40,000 shipments a month and dozens of invoice formats, every invoice waited an average of three days.
The backlog meant late payment fees, strained carrier relationships and overbilling that slipped through simply because no one had time to check every line.
- Average invoice processing time
- 3 days
- People on manual matching
- 14
- Overbilling going undetected
- 2.8%
What Cortex built.
We deployed a reconciliation agent that reads every invoice format, from EDI to scanned PDFs, matches each line against the ERP and transport management system, and applies contract rate logic.
Clean invoices post automatically. Discrepancies are flagged with evidence and a recommended resolution, then routed to a reviewer who approves in one click.
How the system works, step by step.
- 01Trigger
Carrier invoice arrives
Email, EDI or PDF
- 02AI agent
Document agent
Extracts every line and charge
- 03System
Match records
PO, rate card, proof of delivery
- 04AI agent
Policy check
Applies contract and dispute rules
- 05Human
Exception review
One-click approval with evidence
- 06Action
Post and pay
ERP updated, payment scheduled
Invoices now clear in minutes instead of days. The finance team moved from data entry to carrier negotiations, and recovered overbilling paid for the entire project within the first quarter.
We stopped hiring just to keep up with invoices. Cortex clears them overnight, flags the few that need a person, and our finance team now spends its time negotiating with carriers instead of chasing paperwork.
Meridian Health Partners
Giving 120,000 patients instant answers without adding staff
Facing a challenge like Halden? Let’s talk.
Book a 45-minute consultation. We will map your highest-value automation opportunities and show you what a first system could look like, at no cost.