Streamlining Freight Billing and Data Entry with ARDEM’s Logistics BPO Services

Streamlining Freight Billing and Data Entry with ARDEM’s Logistics BPO Services

A leading transportation and logistics company operating across multiple states sought a reliable partner to manage its growing back-office challenges. With extensive freight operations, complex invoicing requirements, and multi-step data entry services, the company faced mounting inefficiencies in managing payables, receivables, and billing documentation.

Manual data handling had become a bottleneck—employees were entering shipment data and freight invoices by hand, leaving room for delays and human error. To overcome these challenges, the company wanted to partner with a trusted business process outsourcing company to automate routine accounting and back-office functions while maintaining human oversight for accuracy.

The Challenges the Client Faced

1. Manual Data Entry Burden and Errors

The client’s logistics and accounting teams were overloaded with manual data entry services. Every shipment required multiple team members to input details such as weight, dimensions, and freight cost—often based on inconsistent or incomplete customer emails. Missing data caused repeated back-and-forth communication, slowing down BOL processing, and delaying dispatch.

Besides, the company processed a huge amount in payables annually, all of which had to be typed manually into spreadsheets. This consumed excessive staff time and increased the risk of errors across multiple files.

2. Billing Inefficiencies and Dependency

Billing customers had become a major pain point. Only one employee fully understood the billing process, making it a single point of failure. Any absence or system downtime delayed invoicing and impacted revenue recognition. The leadership team had to cross-train staff repeatedly, creating inconsistencies and retraining overhead.

3. Lack of Automation and Technological Integration

The company wanted to reduce manual workload and incorporate technology to automatically capture data, flag discrepancies, and enable staff to validate information rather than input it from scratch. They sought an accounts payable outsourcing services partner that could combine automation with human oversight for high accuracy.

4. Data Management and Visibility Gaps

Accounting data was dispersed across spreadsheets and email threads, making it difficult to track progress, ensure timely payments, or identify bottlenecks. This lack of structured data processing services and workflow control hindered operational efficiency.

Why the Client Partnered with ARDEM

1. Expertise in Transportation and Logistics BPO Services

The client selected ARDEM for its deep experience in logistics BPO services, freight bill processing services, and accounts payable outsourcing services. ARDEM’s proven track record with supply chain and manufacturing companies allowed it to easily adapt to the client’s document diversity, from handwritten BOLs to digital freight invoices.

2. Dedicated Project Management and Quality Oversight

Unlike a standard outsourcing vendor, ARDEM provided a multi-tiered management structure—including a dedicated project manager, quality assurance team, and trained backups—to ensure seamless continuity. This approach relieved the client of the constant burden of training and supervision.

3. Data Processing Optimization through Technology

ARDEM has vast experience in combining data capturing services and automation with manual verification. The client’s goal was to get help from someone to reduce errors by flagging inconsistent or incomplete fields for human validation, improving both speed and accuracy in in invoice processing services, and payment preparation.

4. Focus on Scalability and Reliability

The client appreciated ARDEM’s ability to build a process that could scale as shipment volumes grew. With structured documentation, performance tracking, and a defined escalation protocol, ARDEM ensured transparency and accountability in every task.

How ARDEM Solved the Client’s Problems

1. End-to-End Invoice Processing and Data Conversion

ARDEM’s invoice processing services began with digitizing handwritten and signed freight invoices received from multiple customers. These were typically cross-border commerce documents, filled and signed by truck drivers. The ARDEM team converted these invoices into digital Proof of Delivery (POD) documents through the client’s proprietary portal system.

Each invoice was categorized into four types: 

• Posted-only 
• Special cases (e.g., Expeditors, Casas, CTE) 
• Normal cases 
• Non-processable invoices

Once processed and verified, the data entry analyst sent completed digital PODs to respective customers, ensuring accurate and timely billing. We processed 250–300 invoices daily with 100% accuracy, verified through a two-level quality control (QC) process.

2. Proof of Delivery Assistance

ARDEM handled applying the charges on the proof of delivery bills for the client.

By processing 300–350 bills daily, ARDEM ensured timely submissions, strengthening vendor trust and operational reliability.

3. Freight Bill Processing and BOL Verification

ARDEM’s team managed freight bill processing services and BOL processing through multiple portals, including the GEODIS TMS portal. The process involved validating invoice details, checking reference numbers such as HAWB/MAWB, and ensuring correct uploads for cross-border shipments.

When reference numbers began with “CD,” the invoices were uploaded directly to the GEODIS portal for final approval. This ensured compliance and faster turnaround in freight billing.

4. Handling Specialized Client Portals and Processes

Solar Turbine Billing:
Invoices received via email from the Solar Turbine account were uploaded directly into Coupa, categorized by purchase order (PO) number. ARDEM’s team performed meticulous data entry services to ensure each invoice matched its corresponding PO before submission.

Skyworks Waiting Time Analysis:
For Skyworks accounts, ARDEM received an Excel report daily. The team verified client names, shipment waiting times, and applied appropriate wait-time fees only when thresholds were exceeded. This ensured transparent and fair billing.

Re-Weight Process:
ARDEM performed re-verification of freight weight data based on daily reports. Any discrepancies were identified, corrected, and reprocessed through the Pallet system, ensuring billing accuracy and preventing overcharges.

5. Reporting and Transparency 

Monday Reports:
Each week, ARDEM generated detailed Monday reports summarizing invoice categories, customer names, and processed volumes. These reports followed strict SOPs to ensure consistent reporting accuracy.

ARDEM maintained open communication with the client through regular status updates, ensuring total visibility into all data processing services.

How the Client Benefited from ARDEM’s Freight Bill Outsourcing and Freight Bill Auditing Outsourcing Services

1. Improved Accuracy and Efficiency

Through automation-assisted data capturing services (done on the client’s portal) and human-led data entry services, ARDEM achieved consistent 100% accuracy in freight invoice and payable processing. The team reduced billing turnaround times and eliminated data errors that previously required rework.

2. Reduced Operational Burden

By outsourcing both data entry services and invoice processing services, the client reduced time spent on repetitive tasks such as invoice loading, payment validation, and shipment entry. The ARDEM team took ownership of training, quality assurance, and documentation, freeing the client’s internal resources for strategic operations.

3. Streamlined Payment Processing

ARDEM’s business process outsourcing services simplified the weekly driver settlement process, ensuring every payment was accurately calculated, tracked, and approved. The team’s consistency eliminated backlogs and improved vendor satisfaction.

4. Scalable, Technology-Driven Logistics BPO Model

The combination of data processing services and business process outsourcing services enabled the client to leverage technology while maintaining quality through human oversight. ARDEM’s model ensured scalability during high-demand periods without sacrificing accuracy.

5. Reliable Partnership and End-to-End Support

With a dedicated team, project manager, and quality review process, ARDEM provided reliability, proactive communication, and the flexibility to adapt to evolving client needs. The client developed strong trust in ARDEM’s ability to handle critical processes such as freight bill processing services, BOL validation, and payment processing with speed and precision.

By partnering with ARDEM, the transportation leader successfully transformed its manual, error-prone workflows into a streamlined, technology-enabled operation. ARDEM’s data entry services, invoice processing services, data processing services, and accounts payable outsourcing services helped eliminate inefficiencies, reduce costs, and improve accuracy across freight, billing, and payment cycles.