Rating & Billing

Q: Can the automation handle different customer rates and special surcharges?

Yes, the system looks up each customer's rates, contract overrides, residential surcharges, weekend premiums, and fuel charges from the master rate list and applies them automatically.

Q: Will existing delivery and customer data be affected?

No, the automation reads from existing spreadsheets and accounting software without modifying historical records; it only creates new invoices and logs going forward.

Q: How does the system verify that delivery times match the driver's timesheet?

The automation compares delivery log times against timesheet entries and flags discrepancies for finance staff to resolve, reducing the need for manual phone calls.

Q: Can finance staff still review and edit invoices before they are sent to customers?

Yes, the system creates invoices and notifies finance staff for final review; staff can make corrections or approve sending to the customer.

Turn completed delivery runs into accurate, dispatched invoices without anyone touching a spreadsheet.

496 hrs

Manual time identified

Companies have mapped

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About This Automation

Rating and billing manually consumes significant finance staff time each month. Delivery logs, timesheets, and customer rates must be looked up, cross-checked, and entered into invoicing software one trip at a time, creating bottlenecks and errors.

Automation extracts delivery data, applies customer rates and surcharges, calculates charges, and creates invoices automatically. Trip ratings are logged simultaneously, reducing manual entry by over and delivering invoices the same day.

Key features:

Extract delivery logs and timesheets from email and spreadsheet uploads automatically

Look up customer rates, surcharges, and contract terms from a master list in real time

Calculate mileage, time-based charges, and fuel surcharges without manual math

Create and populate invoices in accounting software with all line items and customer details

Log trip ratings and performance notes for future rate adjustments and tracking

Flag missing or inconsistent data for human review before invoice creation

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual rate and surcharge lookups Finance staff must search the customer master list for each trip, checking for contract overrides and special surcharges.	80%
2	Mileage and time charge calculations Spreadsheet-based math for mileage, hourly rates, overtime, and fuel surcharges is error-prone and time-consuming.	67%
3	Manual invoice line-item entry Each trip detail and charge must be typed into accounting software one line at a time, creating data entry bottlenecks.	53%
4	Cross-checking delivery logs against timesheets Finance staff must verify trip times and mileage manually, often requiring follow-up calls or emails to drivers.	40%
5	Separate trip rating and performance logging Trip ratings are recorded in a different system or spreadsheet, creating duplicate data entry and inconsistency.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.1/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.8/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Delivery Log Receivedtrigger

Automation is triggered when a delivery log and timesheet are submitted via email or uploaded to a shared folder. The files are parsed and the trip data is extracted.

2. Extract Trip Data

The automation reads the delivery log and timesheet, extracting customer name, address, delivery time, mileage, and driver ID. Data is validated against required fields.

3. Look Up Customer Rates

The automation queries a customer master list (stored or a database) to retrieve the base rate, surcharges, and contract terms for the customer and trip type.

4. Calculate Charges

The automation applies rate rules, calculates mileage charges, time-based fees, and surcharges. The total invoice amount is computed automatically.

5. Create Invoice

The automation creates a new invoice with all line items, customer details, and charges. The invoice is marked as draft pending review.

6. Log Trip Rating

The automation records the trip rating (on-time, late, damaged) based on delivery time vs. promised time and any notes from the driver.

7. Notify Finance Team

The automation sends a notification to the finance team with a summary of the invoice created, the amount, and a link to review and approve.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

19% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

232 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens if a delivery log is missing information or has errors?

The system flags incomplete or malformed entries and notifies finance staff for manual review before the invoice is created, ensuring no bad data enters accounting software.

Can the automation handle different customer rates and special surcharges?

Will existing delivery and customer data be affected?

How does the system verify that delivery times match the driver's timesheet?

Can finance staff still review and edit invoices before they are sent to customers?

View more FAQs

Process pain:8.1/10

Mapped by:4 Companies

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Page updated 10 August 2026