TrueVector Logistics Invoice Automation
A Melbourne 3PL serving ecommerce shippers automated the gap between TMS, accounting, and customer billing.
Impact
What changed.
Reconciliation effort
Weekly reconciliation effort fell from four days to four hours. The finance analyst is now producing the operational analytics the CFO had been asking for over two years.
Customer dispute
Customer billing disputes dropped 71% as the invoice pack now shows the underlying operational evidence. Account-manager time freed to focus on growth.
New customer velocity
New customer billing setup compressed from three to four weeks to two days. The firm onboarded 14 new shippers in the year following the rollout.
The challenge
Before
TrueVector Logistics is a Melbourne-headquartered 3PL operating four warehouses servicing ecommerce and consumer-brand shippers. Their TMS captured operational events; their accounting system issued invoices; and a finance analyst spent the better part of every week building the reconciliation between the two — picking, packing, storage, special-handling fees, freight pass-throughs — all priced per customer per contract. Errors crept in both directions, customer disputes consumed account-manager bandwidth, and the firm could not on-board new customers fast enough because the billing build was always a bottleneck.
- TMS operational events disconnected from accounting invoice generation
- Finance analyst spending most of a week per cycle reconciling the gap
- Per-customer contract pricing applied manually with frequent variance
- Storage fees calculated weekly from inventory snapshots, often delayed
- Special-handling fees forgotten or applied inconsistently
- Customer disputes consuming account-manager bandwidth weekly
- Freight pass-throughs reconciled against carrier statements by hand
- New customer billing build taking three to four weeks per account
The solution
What we built
We built an invoice automation layer that owns the TMS-to-accounting bridge. Every operational event in the TMS — receipt, putaway, pick, pack, ship, return, special handling — flows through a contract-aware pricing engine that applies the customer's agreed rate structure. Storage fees calculate continuously from the actual inventory snapshot. Freight pass-throughs reconcile against carrier statements automatically with exception flagging. Customer-facing invoice packs include the underlying operational detail so disputes become a structured conversation rather than a forensic exercise. The finance analyst no longer reconciles — they review exception cases and continuous improvement, and they have time for the analytic work the CFO had been asking for. New customer billing build dropped from weeks to two days because pricing logic is configured, not coded.
Core workflow connections
How the system flows.
- TMS Event CapturedPricing EngineCustomer Contract Applied
- Storage SnapshotContinuous CalculationFee Aggregated
- Carrier StatementPass-through ReconciliationException Flag
- Special HandlingLogged at OperationAuto-Applied to Invoice
- Invoice Pack GeneratedOperational Detail IncludedCustomer Sent
- Dispute RaisedStructured ConversationResolution Logged
- New Customer OnboardingPricing ConfiguredBilling Live in Two Days
- Finance analyst redeployed to analytics and continuous improvement
- Contract-aware pricing engine driving every line item
- Carrier-statement reconciliation with exception flagging
Process
How we built it.
TMS Event Captured → Pricing Engine → Customer Contract Applied
Storage Snapshot → Continuous Calculation → Fee Aggregated
Carrier Statement → Pass-through Reconciliation → Exception Flag
Special Handling → Logged at Operation → Auto-Applied to Invoice
Invoice Pack Generated → Operational Detail Included → Customer Sent
Dispute Raised → Structured Conversation → Resolution Logged
New Customer Onboarding → Pricing Configured → Billing Live in Two Days
Finance analyst redeployed to analytics and continuous improvement
Contract-aware pricing engine driving every line item
Carrier-statement reconciliation with exception flagging
Start a project
Reconciling TMS against accounting every week?
We build 3PL invoice automation that respects per-customer contracts and your finance team's judgment — the assembly disappears, the analytical work stays human.
No retainer lock-in · Month-to-month · Full transparency
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