Discover the Best Courier Invoice Format for HighTech Businesses

Courier invoice format for HighTech

hi there so this is a more in-depth look at what freight squirrel can do for you and your business i'm going to show you how you can scan your courier invoices for any overcharge in minutes and remove this monthly headache for good your freight system will come up with a price for your shipment ing to the current rate cards you have loaded up as well as the weight and dimensions of the package and its destination this is what you expect to be charged by your courier but often this is not the case packages can double up on conveyor measuring systems and you get charged for a larger box or a remote location charge you are not aware of you could be getting hit with manual handling fees for certain items you are not aware of or oversized charges your rate cards could also be out of date or your staff has not measured something properly squirrel will tell you if the cubic or dead weight was higher in your courier invoice or if you were charged more for no obvious reason these are all in the report you will send to the courier to explain after you have checked your rate cards and dimensions were correct what we are doing with the squirtle auditing tool is checking that the prices your freight system has quoted for each consignment is actually what you have been charged by your courier if you're sending hundreds or even thousands of consignments a week this is something that must be done as it is one of the largest expenses an e-commerce company can have so you must make sure you're only paying what you should so if you are using a freight system currently that has multiple couriers or even just one courier you will need to download the daily transaction report from your freight system for that courier in the date range that covers the courier invoices you are checking and save that as an xlsx file not a csv by saving the report in this way we retain the full consignment number in the fields for correct comparison a csv will change a long number to a scientific notation and we can't use that next you will need to log into your courier account and download the invoice you're wanting to check also saving that as an xlsx file now we just need to upload these files for comparison so head down to the compare tab on the left here first we will open the courier invoice you saved so either drag that file to the white box here or click into the box and find the file on your pc once you have uploaded the file click on select fields here we are telling the system which of the rows in the file correspond to cost cubic and weight so it knows which ones to compare as you will do the same with your freight system file so go ahead and select those fields you wish to compare from the rows available in the drop downs these are the headers of the rows in the file you uploaded the base comment field is usually going to be the consignment number so it will find the same number in both reports and compare all the data once you have selected the correct rows for the consignment number cost cubic and weight then you can save this as a profile for that courier and you won't need to select them all each time you upload a new file you can also choose to add a percentage for gst or fuel if you need to add these in order to compare properly apples to apple so to speak most of the time your courier invoice will have your total cost per consignment but sometimes your freight system will only give you the base charge so you will need to add these in order to compare effectively so we will submit that file and move on to the freight system file and do the same thing here select the relevant rows you want to compare against your invoice for any errors once they have been uploaded we simply hit the compare tab and the report will show you in total how much charges were out by as well as weight in cubic to help determine why they are wrong so as you can see here there are 3 805 dollars in overcharges here on a sixteen thousand seven hundred and seventy one dollars and eighty eight cents invoice so around twenty two point six percent of the bill was over charges and potentially not owed quite a hit to the bottom line if you're not checking this the files i uploaded were from a courier who decided to hit us with six months of apparent consignments that were not manifested properly due to an issue with their system so we got an invoice with 2400 consignments and they wanted their money asap to check that many consignments would take around six hours straight without a break if i were to use profiles already set up for that courier it would have literally taken me under a minute to check them all now you can order these rows however you like and then print the report with the same order as a pdf or excel file if you save this report here it will add to your dashboard analytics showing you total courier charges total system charges and total overcharges for the given time frame which you can also select so we will save the file now and if we go to the reports tab you can see the file here with a date stamp applied so you know when it was generated you can reprint this report at any time or delete the report if you don't want to add your admin analytics data let's go back to the admin panel and you can see now we have some data here to show the total overcharges in cost cubic and weight as well as a percentage of total overcharges on the monthly graph you can see the difference between your invoice and the system charges for the same thing you can use the small box here to set up individual couriers using the save profiles in the compare section simply click on the block and select the profile that corresponds to the courier you wish to monitor for both the invoice and freight system uploads then call the block by the courier name or whatever name you wish to allocate now whenever those profiles are used the total overcharges will be recorded here for that courier we are currently working on a fully automated subscription where squirrel will handle your file downloads as well as via api or browser control so once setup using the wizard and entering your login data for your courier and freight system we will be able to extract the required information each month and send you the reports by email without you even having to log in you'll be able to select when you want the report sent to you and for what time period completely removing this tedious task from your radar