No trip is driven and then forgotten at billing time, and every week you see which customers are past due and by how much.
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Logistics & transport · 12 / 14
Job sheet and billing workflow
The job sheet a driver photographs into LINE becomes an invoice the same day, the customer gets proof of delivery at once, and nothing goes unbilled at month end.
Logistics & transport “Delivery job sheets arrive as photos in LINE. Accounting opens each one to raise an invoice, bills go out late every month and cash comes in later still.”
The problem
Most transport companies close a job on paper. The driver delivers, the receiver signs the job sheet, and the driver photographs it into the company LINE group or brings the paper back to the office a few days later. Accounting scrolls through the photos one by one, works out which customer and which trip each belongs to, and keys the invoice.
So month end is when accounting works hardest. Miss a customer’s billing cycle and the invoice waits for the next one, and the cash arrives a month later still. A job whose photo got lost in LINE is never billed at all. And when a customer asks for proof of delivery, someone scrolls back through weeks of chat.
How we solve it
Drivers keep doing what they do: photograph the signed job sheet and send it to LINE from the drop. The agent reads the photo, pulls the job number, receiver, quantity and time, and matches it to the job in the TMS or the schedule your company uses. When they match, the agent closes the job and sends proof of delivery to the customer at once by email or LINE, with nobody at the office in the loop.
When each customer’s billing cycle comes round, the agent gathers the jobs closed in that period, prices them at the agreed rate, adds extras that have evidence, and drafts the invoice in the accounting software with every job sheet attached. Photos that are unreadable, jobs it cannot find in the system, or quantities that differ go to a staff member with a note on what is wrong.
The invoice is issued when accounting checks and confirms it, and discounts, penalties and waived charges stay with people. Every week the agent reports how many delivered jobs are still unbilled, which customers are past due, and which drivers send paperwork later than the cycle.
How it runs
Work comes in from
- Job sheet photos from drivers in LINE
- Jobs in the TMS or schedule
- Each customer’s agreed rates
- Customer billing cycles
What the AI does
- Read the job sheet and proof of delivery
- Match to the job and close it
- Draft the invoice at the agreed rate
- Find jobs not yet billed
Where it lands
- Proof of delivery to the customer at once
- The invoice in the accounting software
- Accounting’s review queue
- Weekly unbilled-jobs report
Before and after
Before
After
Accounting scrolls through LINE photos one by one to bill
The job sheet becomes a draft invoice the day the goods are delivered
A missed billing cycle means cash a month later
Every closed job falls into that customer’s billing cycle on its own
A customer asks for proof of delivery and someone digs through weeks of chat
The customer has proof of delivery by email or LINE as soon as the drop is done
What you get
- 01
An agent reads the job sheet and delivery receipt photos drivers send to LINE, pulling the job number, destination, quantity and the receiver’s signature
- 02
Each sheet matched to the job in the TMS or the job schedule, checked for complete delivery, and the job closed
- 03
The invoice raised in the accounting software at each customer’s agreed rate, including extras such as waiting time or empty legs that have evidence attached
- 04
Proof of delivery sent to the customer by email or LINE as soon as the drop is done, and the invoice when the billing cycle comes round
- 05
A weekly report of jobs delivered and not yet billed, which customers are past due, and which drivers send paperwork late
Who gets what
Connected to the TMS and the accounting software through official APIs. If the schedule still lives in Google Sheets, it can start there. Every job sheet photo is stored where you choose, and every invoice raised is logged.
Drivers just take the photo as before. Accounting stops scrolling through LINE and stops keying invoices at month end; what is left is checking and confirming.
Who this fits
Freight carriersTruck & trailer fleetsCold-chain transportWarehousing & distribution providersContainer haulage
Connects with what you already run
TMSPEAKFlowAccountLINEGmailGoogle Sheets
Development process
- 1
Discover
Requirements, users and success metrics, with scope and price fixed before we start.
- 2
Design
UX and system architecture; the prototype is approved before anything is built.
- 3
Build
AI-accelerated sprints with a demo every week, reviewed by senior engineers.
- 4
Test
QA, security and performance verified against the agreed scope.
- 5
Launch & care
Production deploy, team training, and a monthly care plan.
Turn your business problem into a system that works for you
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