TrueVector Logistics Invoice

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.

How the system flows

1. TMS Event Captured→Pricing Engine→Customer Contract Applied
2. Storage Snapshot→Continuous Calculation→Fee Aggregated
3. Carrier Statement→Pass-through Reconciliation→Exception Flag
4. Special Handling→Logged at Operation→Auto-Applied to Invoice
5. Invoice Pack Generated→Operational Detail Included→Customer Sent
6. Dispute Raised→Structured Conversation→Resolution Logged
7. 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