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      Billing Variance Report

      The Billing Variance Report allows you to review all your bills with pricing discrepancies and take appropriate action. This screen provides a centralized place where bills can be reviewed, flagged, and managed for resolution.

      Search Section

      You can start your search by selecting one of the following billing types:

      • Carrier Bills

      • Organization Bills

      • Factoring Company Bills



      When you select any of these options, the following vendor information will be auto-populated:

      • Vendor address. (For carriers, the Remit To address is used; if not available, the Physical address is used.)

      • Net terms.

      • Credit limit.

      • Payment method.

      • Accepts credit cards.

      • Payment frequency.

      • Last payment date.


      Additional Search Filters

      To refine your search further, you can use the following optional fields:

      • Carrier Pro Number.

      • Shipment IDs. (Multiple IDs can be entered separated by commas.)

      • Tariff. (The dropdown lists tariffs currently used in shipments with billing variances.)

      • Shipment Alerts. (All alerts will be displayed for you to select freely.)

      Quick Filters

      You can also apply the following toggle filters for more targeted results:

      • Disputes Only. (Shows only shipments with an active billing dispute logged.)

      • All Vendors. (Includes vendor results with billing variances (carriers, organizations, or factoring companies), regardless of previous selections.)

      • Delivered Only. (Limits the report to shipments marked as Delivered (This is selected by default when you access this page).)

      • Over 30 Days Old. (Filters the report to only show shipments delivered or picked up more than 30 days ago from today’s date.)

      Results Section

      In the results section, you’ll find several helpful columns that provide a snapshot of each shipment’s billing status:

      • Shipment ID.

      • Vendor Pro Number.

      • Pickup Date. (Estimated pickup date)

      • Days. (Number of days between pickup date and today’s date)

      • Delivery Date. (Estimated delivery date)

      • Payer Name. (Customer name)

      • Invoiced. (Indicates whether the customer invoice has been created)

      • Customer Invoice Amount.

      • Advanced Payment. (The column displays the advanced payment amount made to the carrier. If multiple, the system will sum them up.)

      • Quick Pay. (A check mark will be displayed if enabled in the carrier profile.)

      • Bill Date. (Defaults to the pickup date but can be edited manually.)

      • Bill Due Date. (Calculated based on the vendor’s net terms)

      • Bill Number. (Uses the Pro Number; if not available, the Shipment ID is used)

      • Bill Amount.

      • Disputed Amount. (The amount you are disputing for that shipment, if any.)

      • Disputed Difference. (Difference between Bill Amount and Disputed Amount)

      • Dispute Status.

      • Dispute Reason. (You can create and manage your dispute reasons)

      • Last Activity.

      • Bill Available. (If the icon is green, the carrier bill is attached to the load; you can also view all documents linked to that shipment)

      • Activity Log. (You can log internal activity notes on this page to document actions taken on each bill.)

      Important Actions & Features

      • Bills in Variance
         Any bill flagged for variance will appear in this report. We recommend checking the Activity Log of the bill directly from the Billing Variance Report screen to determine why it was flagged.

      • Approve Bills
         By checking off the bills, entering the bill numbers, and clicking ‘Approve Bills’, you will push those bills out of variance and mark them as ready for payment.

      • Bulk Operations – Do Not Bill
         This option will void the Accounts Payable portion of the shipment, effectively stopping AP for the shipment entirely.

      • Dispute Log Icon:  Allows you to register a pricing dispute with the vendor. Clicking this opens the Dispute Modal, which includes:

        • Disputed Amount.

        • Reason (Disputed reason).

        • Dispute Status.

      Tip: When approving bills, you can use the ‘Create Customer Invoice’ check box to simultaneously create the customer invoice with the carrier bill.

      More information on managing disputes is available HERE.