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No cost, no obligationThe free invoice spot check
Send one month of carrier invoices and the rate card you agreed. Within 48 hours we send back every likely overcharge, in dollars, with the reason for each. Your files are used for the check and nothing else.
From your email to the findings in 48 hours
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01 · you
Send the files
Reply to our email, or write to elijah@tandemsystems.com.au, with the invoices and rate card attached. Don't upload them anywhere else.
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02 · us, same day
We confirm what arrived
We reply to say what we received and ask for anything missing, such as your current fuel levy if the card doesn't show it.
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03 · us, within 48 hours
We check every line
Each charge is priced from your rate card and compared with what was billed. A person checks the largest items by hand before anything goes back.
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04 · you
You get the findings
A short PDF and a spreadsheet of every flagged line. Keep them either way, and use them with your carrier if you like.
Two things, one optional
| One month of carrier invoices From every road carrier and subcontractor you use. PDF, CSV or Excel exports are all fine. Scanned pages work too; they take us a little longer. |
| Your rate card The rates you agreed with each carrier: lanes, weight breaks or per-kg rates, minimums, fuel levy and surcharges. A spreadsheet is best; a PDF works. |
| Optional: a booking export If you can export the month's bookings (reference, lane, weight, any extras booked), we can also check weight breaks and surcharges against what was booked. |
The findings, in dollars
- Every flagged line: invoice, consignment, what was billed, what the card says, the difference and why.
- Totals by type: rate above card, fuel levy wrong, duplicates, wrong weight break, surcharges not booked.
- A list of anything we couldn't price (a lane not on the card, a date outside it) to confirm with you, not counted.
How we handle what you send
The spot check runs under the data processing terms we send with our reply (clause 1.3 of our data processing agreement). In plain terms:
Used only for the check
Your invoices and rate card are used to produce your findings and for nothing else. We never share them, sell them, use them for marketing or use them to train anything.
Kept for 30 days, then deleted
We keep the files for 30 days in case you have questions about the findings. Unless you go ahead with an audit or a build, we delete them within 7 days after that, from our working folder and our mailbox, and keep only a note that the deletion happened and when.
Deleted sooner if you ask
Ask at any time and we delete them the same day and confirm it in writing.
No obligation either way
The findings are yours to keep, whether or not we work together. If you want to talk about the rest of the office, you choose when.
Why email, not an upload form?
So the files go to one named person, under terms you've seen, and nowhere else. The website never receives your data.
Ready when you are
Email the invoices and rate card to elijah@tandemsystems.com.au with "Invoice spot check" in the subject. Questions first? Book 20 minutes.