Insurance certificate & document chase
Certificates of insurance, W-9s and licences kept current, and the missing ones chased.
Check Settlement & short-pay audit for carriers with 5–50 trucks
Find the short-pays and missing detention buried in your settlements.
Every week {{BRAND}} matches each load in your TMS, and its rate con, against your factoring or broker settlement and your bank deposit. We flag short-pays, unpaid detention, lumper and TONU, wrong factoring fees, chargebacks, reserve holds and loads that never got billed. Then we draft the claim packet for you to send. A person checks every flag before it reaches you.
- No card needed
- No software to install
- Your sheet stays yours
Week of 28 Sep · 44 loads6 to act on
Short-payLoad 20931 · Broker A: rate con $4,250, factor settled $4,000. Approved detention not paid
Short-payLoad 20957 · Broker B: $185 lumper receipt sent, not reimbursed
Not billedLoad 20970 delivered 30 Sep. POD missing, so it was never sent to the factor
ChargebackLoad 20877: $1,900 taken back from this week's deposit. Broker D unpaid after 90 days
Matches38 loads: rate con, settlement and deposit agree
Sample with made-up loads and brokers
The problem
The deposit looks about right, so nobody asks where the other $250 went.
Three numbers that don't agree
Your TMS says the load pays $4,250. The factoring settlement shows $4,000 gross. The bank shows $3,920. Working out why, load by load, takes an afternoon nobody has.
Detention and lumpers slip through
Detention approved on a phone call, a lumper paid at the dock, a TONU agreed by email. If it isn't on the invoice with the times and the receipt, it usually doesn't get paid.
Fees and chargebacks hide in the net
Factoring fees, fuel advances, reserve holds and recourse chargebacks all come out before the money reaches you. A wrong fee rate or a reserve that never releases can run for months.
Some small carriers hire a full-time offshore back-office assistant, at about $1,000–1,400 a month, partly to do this check. {{BRAND}} does the settlement check for a flat fee from $150 a month, and you don't have to train anyone.
How it works
Three steps. Your first check is last month's.
Send last month's files
A load export from your TMS (TruckingOffice, Rose Rocket, Axon, Tailwind, McLeod or a spreadsheet), your rate cons, the settlement reports from your factor's portal (RTS, OTR Solutions, Triumph, Apex, TBS or another), and your bank deposits or a QuickBooks deposit report.
We match every load
Software reads the rate cons and settlements and lines each load up with what was settled and deposited. A person then checks every difference against the rate con, BOL, POD and your factoring terms, and keeps anything we can't back up out of the claims.
You get the list and the packets
A short email, a load-by-load sheet, and a claim packet for each short-pay: rate con, BOL, POD, lumper receipt, detention times and a drafted email. You send it to the broker or your factor yourself.
What changes hands
What you send, and what you get every week
You send (each week, by Friday)
- The week's load export from your TMS, as CSV or Excel
- Rate cons and any amendments, in a shared folder or forwarded by email
- The settlement or schedule reports from your factor's portal
- A bank deposit export, or a QuickBooks Online deposit report
- BOLs, PODs and lumper receipts (usually already in your TMS or a folder)
- Once: your factoring fee and reserve terms, and the detention terms your main brokers use
You get (every Monday, US time)
- A short email: short-paid, needs you, can't support, matched
- A load-by-load sheet in your own Google Sheet or Excel file
- A claim packet and drafted email for each short-pay
- Loads delivered but not billed, and missing PODs
- A running list of open claims and what was paid later
- A real person to reply to: {{FIRST_NAME}}
Sample weekly check
What lands in your inbox on Monday
A short summary, a sheet you can sort, and the claims ready to send. This sample uses a made-up carrier, brokers, factor and numbers.
From {{FIRST_NAME}} at {{BRAND}}
Subject Settlements, week of 28 Sep: 3 short-pays ($585), 3 need you, 1 can't support, 38 matched
Short-paid: claim drafted (3) · $585
- Load 20931 · Broker A · Dallas TX → Memphis TN: rate con $4,000 plus $250 detention, added by Broker A's amendment on 25 Sep. Factor F settled $4,000. Detention not paid. BOL shows in 06:10, out 13:10. $250
- Load 20944 · Broker C · Joliet IL → Columbus OH: rate con $2,800, settled $2,650. No reason given on the settlement. $150
- Load 20957 · Broker B · Atlanta GA → Charlotte NC: $185 lumper receipt sent with the invoice. Settled at linehaul only. $185
Needs you this week (3)
- Load 20970 · Broker A · delivered 30 Sep, $2,450. Not sent to Factor F yet because the POD isn't in the folder. Can the driver send a photo?
- Load 20877 · Broker D · August load: Factor F charged back $1,900 from this week's deposit. Broker D hasn't paid in 90 days. We've drafted a payment-status email for you to send.
- Load 20912 · Broker E · factoring fee taken at 3% ($93). Your schedule says 2% when the broker pays within 30 days, and Broker E paid in 24, so $31 over. Worth asking Factor F.
Can't support yet (1)
- Load 20962 · Broker C · driver note says about 3 hours waiting at the receiver. No in/out times on the BOL, so there's no claim yet. If your ELD shows the stop times, send them and we'll add it.
Checked and matches (38)
- 38 loads where rate con, settlement and deposit agree. Fees at your 2% rate, and 4 fuel advances deducted as recorded.
Attached: claim packets for loads 20931, 20944 and 20957 (rate con, BOL, POD, lumper receipt) with drafted emails. Load-by-load sheet: your Google Sheet, tab "Wk 40". Open claims from earlier weeks: 2, both still waiting.
Checked by {{FIRST_NAME}} · reply to this email with any question
Checked by {{FIRST_NAME}} · reply to this email with any question
The load-by-load sheet (exceptions only)
In your sheet, each line links to the rate con, the settlement page and the deposit behind it.
| Load and what it is | Rate con | Settled | Gap |
|---|---|---|---|
| 20931 · Broker A: approved detention not paid. Deposit $3,920 after the 2% fee | $4,250 | $4,000 | $250 |
| 20944 · Broker C: short-paid, no reason given. Deposit $2,597 | $2,800 | $2,650 | $150 |
| 20957 · Broker B: lumper receipt not reimbursed. Deposit $1,617 | $1,835 | $1,650 | $185 |
| 20912 · Broker E: fee taken at 3% ($93), agreement says 2% ($62) | $3,100 | $3,100 | $31 |
| 20877 · Broker D: recourse chargeback, 90 days unpaid | $1,900 | –$1,900 | $1,900 |
| 20970 · Broker A: delivered 30 Sep, not billed, POD missing | $2,450 | – | $2,450 |
| Short-pays claimed this week (3 loads) | $8,885 | $8,300 | $585 |
From You (we draft it, you send it)
To Carrier payables, Broker A · cc Factor F
Subject Load 20931: $250 detention not included in payment
Hi team,
Load 20931 (your ref. BA-77812) picked up in Dallas TX on 24 Sep and delivered in Memphis TN on 25 Sep. Your rate con amendment of 25 Sep adds $250 detention: in 06:10, out 13:10, 2 hours free, 5 hours at $50.
The payment Factor F received was $4,000, the linehaul only. Could you pay the remaining $250 to Factor F under the notice of assignment, or tell us why it was left out? The rate con, amendment, signed BOL with in/out times and POD are attached.
Thanks,
[Your name], [Carrier] · MC [number]
Pricing
Priced by trucks, not by seat or a share of what's paid
Up to 10 trucks
$150/month
For an owner who does the billing
Up to 25 trucks
$300/month
For a carrier with an office or billing manager
Up to 50 trucks
$500/month
For several factors, quick-pay or direct-bill brokers
Every plan includes
- Every load checked weekly: rate con, settlement, deposit
- Short-pays and unpaid detention, lumper, layover and TONU
- Factoring fees, advances, reserve and chargebacks checked against your terms
- Delivered-but-not-billed loads and missing PODs
- A claim packet and drafted email for each short-pay
- Open claims tracked until paid or dropped
- A flat fee: we never take a share of what's paid
- A named person, not a ticket queue
- Monthly billing, cancel any time
- Over 50 trucks? Ask us.
Last month checked free. Send one month of loads, settlements and deposits. No card, no contract.
Get my free checkFor context: a full-time offshore back-office assistant costs about $500–1,400 a month, plus the time it takes you to train and check them. A billing clerk in the US costs about $25 an hour. A detention-tracking app for a fleet this size costs about $60–150 a month. It works well alongside this check: the app records the times at the dock, and we check what was actually paid.
What we don't do: factoring or collections; handle or move money; contact brokers or your factor in your name; dispatch, IFTA, driver pay or bookkeeping; legal, tax or accounting advice.
Questions
FAQ
Who are you?
{{BRAND}} is run by {{FIRST_NAME}} in Dhaka, Bangladesh. Our working week starts on Sunday and our day is your night, so the files you send by Friday are checked before your Monday morning.
What access do you need?
Files, not logins. You export loads from your TMS, download settlement reports from your factor's portal, and export deposits from your bank or QuickBooks, then drop them in a shared folder you own. We never need passwords to your bank, QuickBooks, ELD, email or factoring portal.
Is my data safe?
Your loads, rate cons, settlements and deposits are used only to check your settlements. They're kept in our Google Workspace account with 2-step login, and seen only by the person working on your account. They're never shared or sold, and are deleted within 7 days if you leave. We don't need driver pay, driver files or full bank account numbers, so please leave those out. We're happy to sign your NDA. Ask for our one-page data promise.
Is this software or people?
People, with good tools. Software reads rate cons and settlement PDFs and lines up each load. A person checks every difference before it goes on the list. If we can't point to a rate con line, a receipt or a time stamp, it goes under "can't support", not into a claim.
Which TMS and factoring companies can you handle?
We work from your exports, so any TMS that can export a load list: TruckingOffice, Rose Rocket, Axon, Tailwind, Alvys, Truckbase, McLeod, or a spreadsheet. Any factor whose portal lets you download settlement or schedule reports: RTS, OTR Solutions, Triumph, Apex, TBS and smaller factors. We're not affiliated with any of them. We also check broker quick-pay and direct-bill loads with no factor.
Can you get detention paid that we never recorded?
Usually not, and we'll say so. Brokers typically pay detention only when the rate con allows it, the driver gave notice in time, and the in/out times are on the BOL or in your ELD. We look for those times in your BOLs and, if you send them, Samsara or Motive stop reports. If they aren't there, the load goes under "can't support", with a note on what to capture next time.
Who sends the claims? Will it upset my brokers?
You send them, from your own email or through your factor. On factored loads the factor usually owns the invoice, so many disputes have to go through them; we draft each claim the way your factoring agreement asks. Drafts are short and factual: the load, the rate con line, the documents. Anything we can't back up with a document stays out of the claim.
What don't you do?
We're not a factoring company or a collection agency. We don't collect debts, contact brokers or your factor in your name, or touch money: payments go from the broker or factor to you, and we never handle payment or bank-detail changes. We don't dispatch, book loads, do IFTA, run driver pay or keep your books. We're not lawyers, accountants or a CPA firm, this isn't a financial audit, and we don't give legal, tax or accounting advice. Collecting debts for others needs a state licence in many states, so we stay out of that work entirely: we draft, and you send.
What happens after the free check?
Pick a plan or stop. Either way, the sheet and every claim packet we made are yours.
How do I pay?
A monthly invoice that you can pay by US ACH bank transfer or by card.
Last month checked free
Start with last month's settlements
Tell us how many trucks you run and who factors your loads. {{FIRST_NAME}} will reply within one working day with a short list of files to send. Your free check comes back within 5 working days of getting them.
Prefer email? {{EMAIL}}