Courier invoices
Courier invoice reconciliation and surcharge allocation
Bring courier invoices into the system that already holds the shipment, match the lines to orders, and allocate fuel, remote-area and oversize surcharges back to the orders that caused them.
- Invoice formats
- XLSX + CSV
- Email collection
- Mailbox
- Match key
- Tracking
- Surcharge allocation
- Per order
The label price is not the price you get billed
A label quoted at a few pounds arrives on the invoice with fuel, a remote-area fee and a re-weigh against dimensional weight. Finance spends days in a spreadsheet trying to tie thousands of invoice lines back to orders that were dispatched weeks ago.
- Every courier invoices in a different layout, and the layout changes
- Surcharges arrive with no obvious link to an order or a SKU
- Re-weighs and dimensional charges are found months later, or never
- Margin reports use the quoted rate, not the invoiced one
- Disputes need evidence that lives in a different system
Reconcile where the shipment already lives
Because the platform booked the shipment, it already knows the order, the parcel, the service and the tracking number. Loading the courier's invoice against that record turns reconciliation into a match rather than an investigation.
- Upload spreadsheets and CSVs, including password-protected workbooks
- Configure a mailbox so invoices are collected as they arrive
- Map unfamiliar column layouts to shipment fields with assistance
- Match invoice lines to shipments by tracking reference
- Allocate surcharges across the orders that generated them
Capabilities
What you get with Courier Invoice Reconciliation
Invoice ingestion
Upload courier invoices as XLSX or CSV, including encrypted workbooks, and keep the original file attached to the reconciliation record.
Mailbox collection
Point a mailbox at the system so courier invoices arriving by email are picked up and queued for reconciliation instead of sitting in an inbox.
Assisted column mapping
Courier layouts differ and change. Unfamiliar columns are mapped to shipment fields with assistance, so a new format does not mean a new spreadsheet template.
Line-to-shipment matching
Match invoice lines against the shipments the platform booked, so charges are tied to a real order, parcel and service rather than a reference nobody recognises.
Surcharge allocation
Allocate fuel, remote-area, oversize and re-weigh charges across the orders responsible, so the cost lands where the margin is measured.
Packaging and label costing
Set per-order and per-parcel packaging and label cost defaults so the fully-loaded cost of shipping an order is not limited to the carrier charge.
Built-in automation
The work that runs itself
- Auto-collect courier invoices from a configured mailbox
- Auto-match invoice lines to shipments by tracking reference
- Auto-apply packaging and label cost defaults per order and parcel
- Auto-feed invoiced shipping cost into profit reporting
FAQ
Frequently asked
Which couriers does this work with?+
It is carrier-neutral. Reconciliation works from the invoice file and the shipment record, so any courier that issues a spreadsheet or CSV invoice with a tracking reference can be loaded. Column layouts differ between carriers and change over time, which is why mapping is assisted rather than fixed.
Does it dispute charges with the courier for me?+
No. It produces the evidence — the invoice line, the shipment it matched, the service booked and the cost you expected — so your team can raise a dispute. The claim itself stays between you and the carrier.
How do surcharges reach profit reporting?+
Allocated charges attach to the orders that caused them, and order and marketplace profit reporting reads the invoiced cost rather than the quoted rate. That is the difference between a margin figure that looks right and one that survives the month-end.
Can invoices be collected automatically?+
Yes, by configuring a mailbox for courier invoices. Collection runs on a schedule once the mailbox is enabled for your account; invoices can also be uploaded manually at any time.
Ready to see it in action?
Book a 20-minute demo and we'll show you courier invoice reconciliation live, tailored to your operation.