Gamut
Invoice & AR ChaseLogistics / Trucking / 3PL

Logistics, Trucking & 3PL Invoice & AR Chase Agent

Chase every unpaid freight invoice on a 30/60/90/120-day ladder and close the week with a clear cash picture.

Updated

Connects with

McLeod SoftwareMcLeod SoftwareTurvoTurvoSamsaraSamsaraSlackSlackGmailGmailOutlookOutlook
Download template

The problem it solves

Freight AR moves slow: shippers short-pay, dispute accessorials, and sit on net-30 invoices until someone calls. Without a system, the owner or accounting team burns hours each week hunting payments across McLeod, Turvo, or a stack of aging reports. This agent tracks every open invoice by aging tier, drafts follow-ups that cite the exact load and BOL, and hands you a weekly cash picture so the back office can collect faster and close the books on time.

Who it's for

  • Asset carriers running net-15 to net-60 shipper terms
  • Freight brokers juggling carrier payables and shipper AR at once
  • 3PLs billing warehousing, cross-dock, and transportation on separate invoice streams
  • Back-office and accounting teams managing 50 to 500+ open invoices
  • Owner-operators who want consistent collections without chasing every load themselves

What it does

  1. 1

    Pull open invoices daily

    Each day it imports every unpaid or partially paid invoice from McLeod, Turvo, Samsara, or an exported AR aging report, capturing load, PRO, and BOL references.

  2. 2

    Classify by aging tier

    It sorts each invoice into current (0-30), 30-60, 60-90, 90-120, and 120+ days past due and presents a daily AR snapshot before any outreach.

  3. 3

    Handle freight-specific complications

    It logs short-pays with the shipper's stated reason, excludes factored invoices from direct outreach, flags expired quick-pay windows, and surfaces customers nearing their credit limit.

  4. 4

    Draft tiered follow-ups in your voice

    It writes messages calibrated from friendly reminder to final notice, each referencing the specific load number, PRO/BOL, and pickup and delivery dates.

  5. 5

    Hold everything for approval

    Every draft waits for your review and sign-off before it goes to a shipper; the agent never auto-sends.

  6. 6

    Escalate aging balances

    It routes 90+ day balances to the owner or credit manager with recommended next actions such as credit hold, collections referral, or freight claim offset.

  7. 7

    Deliver the weekly cash digest

    It compiles open AR by tier, top balances, payments received, outstanding short-pays, and recommended actions to your Slack or email channel.

  8. 8

    Log every activity

    It records each follow-up, customer response, payment promise, and payment received against the invoice, and flags broken promises and open disputes.

Key benefits

  • Cut the hours your team spends hunting payments across multiple systems
  • Collect faster with consistent, tier-based follow-up on every open load
  • Keep control: nothing reaches a shipper without your approval
  • Stop credit risk early by flagging customers at their limit before the next dispatch
  • Catch short-pays and expired quick-pay discounts before they slip through
  • Walk into every week knowing exactly where cash and aging AR stand

Sample use cases

A shipper pays 90% of an invoice and deducts the rest with no explanation.

The agent logs the short-pay, captures the stated reason, and flags it for dispute resolution separately from the normal AR chase so it does not get lost.

An invoice crosses 95 days past due with no response to earlier reminders.

It escalates the balance to the owner or credit manager with a recommended next step, copies them on a direct follow-up, and surfaces the credit hold option.

A customer is one load away from blowing past their credit limit.

The agent flags the account and recommends a credit hold before the next load is dispatched, protecting against further exposure.

It's Monday morning and the owner wants a read on cash.

The weekly digest lands with open AR by tier, the top 10 balances, payments received, outstanding short-pays, and a prioritized action list.

Key integrations

  • McLeod Software

    Transportation management system used as the system of record for open invoices and shipper data

  • Turvo

    Cloud TMS for pulling open invoices, load references, and customer billing details

  • Samsara

    Fleet and operations platform referenced for load and invoice data

  • AR aging report (CSV)

    Exported aging report as a fallback source when a TMS connection is not available

  • Slack

    Channel where invoice drafts and the weekly cash and AR digest are delivered for review

  • Email

    Alternative delivery channel for drafts, escalations, and the weekly digest

Freight AR carries complications that standard accounts receivable does not. Accessorial disputes, fuel surcharge disagreements, factoring assignments, and quick-pay windows all change how an invoice should be chased, and missing any of them costs real cash. This agent encodes those rules so each open load is handled correctly rather than with a one-size-fits-all reminder.

For carriers, brokers, and 3PLs weighing trucking accounting and invoicing software, the value is consistency: every invoice tracked against a defined aging ladder, every follow-up grounded in the load and BOL, and a weekly digest that keeps the owner or CFO ahead of cash without logging into multiple systems.

Getting started

  1. Import the workspace — Add the Logistics, Trucking & 3PL Invoice & AR Chase agent to your Gamut workspace to get started.
  2. Run the onboarding — The agent interviews you to connect McLeod, Turvo, Samsara, or your AR aging export, set payment terms, credit limits, factoring details, and your outreach voice.
  3. Give it a first task — Ask it to pull today's open invoices and classify them by aging tier, then review the first batch of drafted follow-ups before anything is sent.

Frequently asked questions

Does the agent send invoices and follow-ups without my approval?

No. Every follow-up message is drafted and held for your review, and nothing goes to a shipper until you approve it. Escalations and recommended actions are surfaced for a human decision.

Which systems does this trucking invoicing software work with?

It connects to McLeod Software, Turvo, and Samsara as the system of record, or works from an exported AR aging report as a CSV. Drafts and the weekly digest are delivered through Slack or email.

How is this different from chasing invoices manually or with a generic reminder tool?

Generic tools send canned reminders. This agent handles freight-specific AR, logging short-pays, excluding factored invoices, flagging expired quick-pay windows, and citing the exact load, PRO, and BOL so a shipper's AP team can process payment quickly.

Can it handle freight invoicing for small trucking companies?

Yes. Freight invoicing for small trucking companies often falls on the owner; this trucking invoicing automation runs the full 30/60/90/120-day chase so a lean back office collects consistently without manual tracking.

Does it manage factoring and short-pays?

It confirms which invoices are owned by your factor and excludes them from direct shipper outreach, tracking factor remittance separately. Short-pays are logged with the shipper's stated reason and flagged for dispute resolution apart from the normal chase.

How much does it cost to run this agent?

The template is free to import into your Gamut workspace. You only pay for the underlying accounts you connect, such as your TMS or accounting and invoicing software; the agent itself adds no per-invoice fee.