How it runs for trucking and logistics companies
Direct customers are followed up under your brand on our DunningDesk cadence through the BillingLine desk, short pays are matched to loads and rebilled with the missing document, and credit checks on new brokers are recorded before dispatch accepts a load.
What is accounts receivable outsourcing?
Accounts receivable outsourcing means a remote team manages the money your customers owe you: tracking invoices from issue to payment, sending statements and reminders, logging disputes, and reporting aging and days sales outstanding. The provider works inside your accounting software under your brand. You keep the customer relationship and decide on credits, holds and escalations.
What we handle for trucking and logistics companies
- Factored and non-factored invoices aged separately with factor holdbacks shown
- Direct broker and shipper follow-up by email and phone under your brand
- Short pays and deductions matched to loads, rebilled or written off with your approval
- Broker credit checks and credit limits recorded before loads are accepted
- Weekly AR summary listing the largest open balances and every promise to pay
The KPI that matters here
Every non-factored balance over 45 days carries a documented follow-up action reviewed weekly.
Trucking compliance notes
FMCSA and federal filings
Operating authority, USDOT registration, the Unified Carrier Registration fee, IRP apportioned plates and the annual Form 2290 heavy vehicle use tax (due August 31 for most fleets) each carry a cost and a date. We keep those dates on the close calendar, record the fees against the right units and keep insurance certificates and down payments tracked. Filing stays with you or your compliance service.
IFTA fuel tax
Each quarter, miles by jurisdiction from the ELD and gallons by jurisdiction from fuel-card statements are compiled into IFTA workpapers, with the net tax due or refund calculated per state. The ledger fuel account is reconciled to the same gallons so the return and the books agree. You or your permit service submits the return.
Factoring agreements
Recourse and non-recourse factoring agreements set the advance rate, the fee schedule and when chargebacks apply. We record advances as a liability or as AR sold depending on the agreement, show fees as finance cost and reconcile the reserve account monthly so you can see what the factor is holding. We do not negotiate the agreement.
Driver settlements and worker classification
Owner-operators under lease are paid on settlement statements with deductions the lease must list, and receive a 1099 at year end; company drivers are W-2 employees with per diem treated under IRS transportation-industry rules. We prepare settlements and payroll journals from the agreements you provide and flag classification questions for your counsel. We do not decide who is a contractor.
Trucking software we work in
- QuickBooks Online
- Xero
- Gusto
- Bill.com
- TMS exports (McLeod, Trimble TMW, Tailwind, Truckstop)
- Motive and Samsara ELD reports
- Factoring portals (RTS, OTR Solutions, TAFS, Triumph)
- Fuel cards (WEX, EFS, Comdata)
- All 50 platforms
More for trucking and logistics companies
Other services for trucking
Accounts receivable in other industries
Frequently asked questions
How do you handle broker short pays?
Each short pay is matched to its load and the reason on the remittance: a missing POD, an unapproved accessorial, a late-delivery claim or a rate dispute. Where the document exists we rebill with it attached; where the deduction is valid we record a credit with your approval. Patterns by broker go on the weekly summary so dispatch can fix the cause.
Do you chase invoices that have been factored?
Not directly, since the factor owns the collection on those. We track factored invoices on the aging so you can see what the factor is holding, reconcile chargebacks when a broker fails to pay the factor, and follow up any invoice returned to you under a recourse agreement. Non-factored invoices are worked by our desk under your brand.
Can you check a broker's credit before we take a load?
We can record and maintain credit information from your factor's approval tool or a credit service you subscribe to, set a credit limit per broker in the ledger and flag when open balances approach it. The decision to accept a load stays with you or your dispatch desk. We do not provide credit ratings ourselves.
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