Remittance Matching for Transport, Freight and Logistics, Every Line Matched
Hauliers, trucking companies and freight forwarders invoice every job separately and get paid in bulk, so one advice from a broker, shipper or logistics group can settle hundreds of invoices at once. RemitClear reads every line, matches it to your open invoices in Xero or QuickBooks Online, and posts the payment with the advice attached.
Trusted by finance teams across Xero and QuickBooks Online
The Problem
Every Job Is Its Own Invoice, and the Customer Pays Them All at Once
In transport, each load, delivery, collection or vehicle movement is invoiced separately, so invoice counts are high and the values are small. The customers are a short list of large accounts, freight brokers, shippers, logistics groups and dealer groups, and they pay on their own run, weekly, fortnightly or at month end. The remittance advice that comes with the money can run to dozens of pages.
Someone then works through it line by line, finding each invoice in the ledger, ticking it off and checking the total at the end. The same customer might pay four invoices one week and several hundred the next. Some advices quote the customer's own load, job or PO number, some net a credit note off in the middle of the list, and a group with several branches or depots will often pay for all of them on a single advice.
Xero and QuickBooks Online both leave that step to you, since neither takes a remittance advice and applies the payment across the invoices on it. For a haulier, a trucking company or a freight forwarder, that's hours of someone's week spent keying payments, and a missed line means the aged receivables report no longer shows who really owes you money.
The Solution
The Whole Advice Matched and Posted, Whatever Its Length
RemitClear takes the advice as your customer sent it, reads every line, matches each one against your open invoices, and posts the payment into Xero or QuickBooks Online with the original document attached for audit.
How it works for transport and freight businesses:
1. Forward the advice or drop it in
Forward the email the remittance arrived in, or upload the file. RemitClear takes PDFs, scans, Excel and CSV exports, and advices typed into the body of an email, so each customer can keep sending theirs the way they do today.
2. Every line read, however long the advice
RemitClear extracts the payer, payment date, currency, total and every invoice line, including the credit notes sitting in the middle of the list. There are no templates to build per customer, and a four-line advice is read the same way as a forty-page one.
3. Matched to your open invoices
Each line is matched against your open invoices in Xero or QuickBooks Online, with exact, partial and prefix matching on the invoice number. In Xero it also matches on the invoice's Reference field, where a customer's load, job or PO number usually lives. Invoices that have already been paid are picked out for you.
4. Reviewed and posted
Approve the matches and the payment posts to your ledger with the advice attached. In Xero that's a batch payment or separate payments, split automatically past the 200-invoice batch limit. In QuickBooks Online it's one payment per customer. Short-paid lines post as part payments and leave the balance open.
Proof
What This Looks Like for a Transport Business
A transport services business has posted an advice of more than 1,000 invoice lines through RemitClear into Xero, and advices of several hundred lines are routine for it. A vehicle logistics business sends through everything from advices of a few lines to one of more than 300 lines from a single payer, and a freight forwarder's euro advices arrive as the text of an email and post into a sterling ledger.
invoice lines on a single advice, matched and posted
to extract and match a 600+ line advice
advices read straight from the message
invoices per Xero batch, split automatically past it
Plenty of the documents a transport business receives carry only a handful of invoices, and with automatic posting switched on, the ones that match at 100% confidence post themselves, which leaves the exceptions for a person to look at.
Who It Is For
Built for Transport and Freight Businesses on Xero and QuickBooks
If you invoice per job and your customers pay many jobs at once, RemitClear takes the matching off your desk.
Road haulage and trucking
Hauliers, carriers and trucking companies invoicing every load, and paid by freight brokers, shippers and logistics groups on a weekly or monthly run.
Freight forwarding
Forwarders with a short list of large customers, where one advice covers dozens of shipments, sometimes in a currency other than the ledger's own.
Vehicle and fleet services
Vehicle movement, breakdown and recovery, tanker and fleet installation businesses that invoice per job to dealer groups and fleet operators.
Warehousing and distribution
Third-party logistics, warehousing and distribution businesses where one large payment clears a long run of small invoices.
The customer's reference
In Xero, a load, job or PO number recorded in the invoice's Reference field is matched as well as the invoice number.
More than one currency
The currency is read off the advice. In Xero, foreign-currency remittances post as separate payments, and each currency can go to its own bank account.
One payer, many branches
When a group pays for every branch or depot on one advice, the lines are matched across each customer record those invoices sit on.
If your customers pay a long run of invoices on one advice and someone on your team is ticking them off by hand, RemitClear does that part for you.
See RemitClear in action
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From remittance to posted
See RemitClear in Action
RemitClear reads each invoice line on a remittance advice, matches it to the open invoice in Xero or QuickBooks Online, and posts the payment once you approve it.
Remittance advice
Open invoices
FAQ
Frequently Asked Questions
Our biggest customer pays hundreds of invoices on one advice. Can RemitClear take it?
Yes. Long advices are the normal case in transport, because every load, delivery or vehicle movement is its own invoice. RemitClear reads the whole document in one pass and matches each line against your open invoices, and it has posted a transport advice of more than 1,000 lines into Xero. Xero caps a batch payment at 200 invoices, so where an advice runs past that RemitClear splits it into sequential batches and posts them in order.
The advice quotes the customer's load or job number instead of our invoice number. Will it still match?
RemitClear matches on the invoice number first, including partial and prefix matches where a customer has dropped or added characters. In Xero it also reads the invoice's Reference field, so where you record the customer's load, job or PO number there, their reference finds the invoice. If your customers quote a reference you keep somewhere else, send a sample when you book a demo and we'll look at it with you.
Some customers send the remittance in the body of an email. Does that work?
Yes. Forward the email to your RemitClear address and it reads the lines straight from the message, with no attachment needed. PDFs, scans, Excel and CSV files are read the same way, so you don't have to ask a customer to change how they send it.
We invoice in more than one currency in Xero. How do those remittances post?
RemitClear reads the currency printed on the advice along with the lines. A Xero batch payment only takes invoices in your base currency, so a remittance in another currency posts as separate payments, one per invoice. You can also send each currency to its own bank account in Settings, so euro receipts land in the euro account and sterling receipts in the sterling one.
A customer short-paid a few invoices or netted off a credit note. What happens?
A short-paid line is allocated at the amount actually paid and the balance stays open on the invoice, so you can still chase it. Where the advice nets off a credit note that exists in your ledger, RemitClear matches it and applies it against the right invoices. A deduction with nothing behind it in your ledger waits for you to review before anything posts.
Does it work with QuickBooks Online as well as Xero?
Yes. RemitClear connects to Xero and QuickBooks Online and reads the same advices on both, whether the money arrived by ACH, check, wire, BACS or EFT. In Xero you choose a single batch payment or separate payments. In QuickBooks Online it posts one payment per customer, applied across the invoices on the advice.
Does anything post without us checking it?
Automatic posting is off until you switch it on. With it on, only matches at 100% confidence post straight through, and anything else, such as an unmatched line or a part payment, waits for you to review. Either way the original advice is attached for a clean audit trail.
Related Solutions
Email Remittance Capture
Forward remittance emails, attachments and email-body advices alike, and have them read automatically.
Deductions & Short Pays
Capture the deduction off the remittance so the rest of the payment still posts on time.
Cash Application Software
End-to-end cash application that reads any remittance and posts to your ledger.
Further Reading
Match One Payment to Multiple Invoices in Xero
Find and Match step by step, including part-payments, and tying the total out to the cent.
Apply One Payment to Multiple Invoices in QuickBooks Online
The Receive Payment walkthrough, including short payments and credits, and where it stops scaling.
Setting Up a Remittance Inbox That Processes Itself
Wiring a mail rule so remittances are processed before anyone opens them.
See remittance matching on a freight advice
See how RemitClear matches a long advice to your invoices in a 30-minute demo. We can use examples, or one of yours if you'd like.
Or email sales@remitclear.com with a sample, if you'd like.
Get Started
Book a Demo
We can use example remittances, or yours if you'd like.