Logistics AP
Carrier and vendor invoices from every terminal, coded once and paid once.
Aequo collects carrier, parts, repair and fuel vendor invoices in one inbox, tags them to the terminal, flags likely duplicates and syncs approved bills to your accounting system.
Aequo AP from $199/month with unlimited users · Live with QuickBooks Online, Xero, FreshBooks, Zoho Books · Last updated
Logistics & Transportation AP, in brief
Aequo AP is accounts payable automation for trucking, 3PL and transportation companies that keep their books in QuickBooks Online, Xero, FreshBooks or Zoho Books. It captures carrier and vendor invoices from email or upload, codes them against your chart of accounts, tags them to a terminal or branch, matches parts and supply invoices to purchase orders, and flags likely duplicate invoices with a risk level. W-9s and tax IDs for owner-operators and other 1099 vendors are stored encrypted. Aequo does not audit freight bills against rate confirmations or bills of lading and does not connect to TMS or fuel card platforms. Pricing starts at $199/month with unlimited users.
Where logistics & transportation AP breaks down.
"Carriers resend the same invoice with the POD attached."
A carrier chasing payment sends the invoice again with paperwork, and a second copy with a slightly different number gets keyed and paid.
"Every terminal has its own pile of shop invoices."
Parts, tyres, repairs and yard services are bought locally, so invoices reach AP late and are coded to the wrong terminal.
"Parts invoices don't match what the shop ordered."
Back-ordered parts arrive on separate invoices and prices drift from the quote, and nobody checks the invoice against the purchase order.
"Year-end means chasing W-9s from owner-operators."
Tax IDs sit in email attachments and spreadsheets, and the 1099 list is rebuilt by hand every January.
How Aequo AP handles it
From inbox to ledger in 5 steps.
Step 01 · Email and upload invoice capture
Collect carrier and vendor invoices in one inbox
Carriers, shops and suppliers email one Aequo inbox, or terminals upload. AI extracts the details for review and flags duplicate attachments.
Step 02 · Branches and locations
Tag each invoice to its terminal
The terminal or branch carries to the matching QuickBooks Online class, so spend per location is visible without re-keying.
Step 03 · Invoice coding against your chart of accounts
Code against your chart of accounts
Vendor defaults code recurring carriers and suppliers. For the rest, AI suggests a GL account and anything outside your chart of accounts goes for review.
Step 04 · Duplicate invoice detection
Check for duplicates before payment
Each invoice is compared with that vendor's past invoices, including near-identical numbers and amounts within about 2%, and given a risk level with the evidence.
Step 05 · Accounting sync
Approve and sync
Invoices route through your approval rules and sync to QuickBooks Online, Xero, FreshBooks or Zoho Books as bills.
Aequo AP pricing and integrations
From $199/month.
Unlimited users on every plan. Plans differ by monthly document volume and number of integrations.
- Live integrations
- QuickBooks Online, Xero, FreshBooks, Zoho Books
- Early access (selected teams, not yet generally available)
- Oracle NetSuite, Sage Intacct, Microsoft Dynamics 365 Business Central · Apply for early access
- In development (not yet available)
- Acumatica, SAP Business One, QuickBooks Desktop
Aequo does not connect to TMS or fuel card platforms, and does not audit freight bills against rate confirmations.
Email and upload invoice capture
Invoices arrive by a dedicated forwarding inbox or upload. AI extracts the header and line items for review, and duplicate attachments are flagged on the way in.
Learn moreInvoice coding against your chart of accounts
Vendor coding defaults (GL account, department, cost center) apply first. For the rest, AI suggests a GL account per line and any suggestion that is not in your chart of accounts is sent for review.
Duplicate invoice detection
Each invoice is compared with past invoices from the same vendor, including near-identical invoice numbers and amounts within about 2%, and given a risk level with the evidence behind it.
Learn moreTerminals and branches
Tag invoices to a terminal, yard or branch, carry it to the matching QuickBooks Online class, and see vendor spend per location.
Learn moreTwo-way and three-way PO matching
Invoices are matched to purchase orders, and to delivery notes for a three-way match, line by line. Price and quantity variances are measured against tolerances you set globally or per supplier.
Learn moreApproval rules and multi-step approvals
Route invoices by amount range, vendor, GL code or department to one or more approval steps, with reminders, escalation and delegation when an approver is away.
Learn moreOwner-operator W-9s and 1099s
Request W-9s from owner-operators and other vendors, store tax IDs encrypted and masked on screen, and review a 1099 summary. Revealing a full tax ID needs an owner or admin permission and is logged.
Audit trail
Every invoice keeps a history of who did what and when, from capture through coding, approval and sync, alongside a workspace-level log of system actions.
Learn more
Guides and tools
Further reading for logistics & transportation AP teams
How to prevent duplicate invoice payments
Duplicate bills in QuickBooks Online
QuickBooks Online class tracking for multiple locations
Two-way vs three-way matching
Invoice approval routing
Duplicate payment risk calculator
Cost per invoice calculator
Related industries: Manufacturing · Retail · E-Commerce & Online Retail
The numbers
What the published benchmarks say
Third-party figures, each linked to the public source that contains it.
0.8%–2%
Share of annual disbursements that are duplicate or erroneous payments, top to bottom performers
Source: APQC (published via CFO.com), 202021.9%
Share of AP staff time spent dealing with suppliers, across industries
Source: Ardent Partners (Payables Place), 2026$9.84
Average all-in cost to process one invoice, across industries
Source: Ardent Partners (Payables Place), 2026Low-friction next step
Email me the logistics & transportation AP walkthrough
A short walkthrough of how Aequo AP handles logistics & transportation invoices, to read before you start a trial or book a demo.
Logistics & Transportation AP FAQ
Questions buyers ask
Can Aequo match carrier invoices to rate confirmations or bills of lading?
No. Aequo does not audit freight bills against rate confirmations, bills of lading or accessorial schedules. It captures carrier invoices, codes them, checks them for duplicates and routes them for approval, and it matches invoices to purchase orders where you raise them, such as for parts and supplies.
Does Aequo connect to our TMS or fuel card program?
No. Aequo does not integrate with transportation management systems or fuel card platforms. Fuel, parts and repair invoices that arrive by email or upload are captured, coded and approved like any other vendor invoice.
How does Aequo stop duplicate carrier invoices?
Every invoice is compared with past invoices from the same vendor, including invoice numbers that differ by a character or two and amounts within about 2%. Each check returns a risk level with the matching invoices, so AP can block, investigate or release it with the evidence in front of them.
Can Aequo handle invoices for several terminals or branches?
Yes. Tag each invoice to a terminal or branch, which carries through to the matching QuickBooks Online class, and see vendor spend per location. If each operating company has its own QuickBooks Online company, you can connect several to one workspace.
Which accounting systems does Aequo work with?
QuickBooks Online, Xero, FreshBooks and Zoho Books are live today, and approved bills sync to them. Oracle NetSuite, Sage Intacct and Microsoft Dynamics 365 Business Central connectors are available as early access for selected teams, and Acumatica, SAP Business One and QuickBooks Desktop connectors are in development and not yet available.
How much does Aequo cost for a logistics company?
Plans start at $199/month with unlimited users and 250 documents a month. Growth ($699/month, 1,000 documents) and Scale ($1,999/month, 5,000 documents) cover higher volumes. The pricing page lists what each plan includes.
Try it on your own invoices
Run logistics & transportation AP through Aequo AP.
From $199/month with unlimited users. Live with QuickBooks Online, Xero, FreshBooks, Zoho Books.
- of invoice processing automated
- 90%of invoice processing automated
- match accuracy
- 95%match accuracy
- extraction accuracy
- 99.7%extraction accuracy
- to set up
- 30 minutesto set up