Do you know exactly how your LTL fuel surcharges are calculated? For many businesses, it’s a charge that’s simply accepted without question. But these fees are a major driver of your overall shipping spend, and they are frequently billed incorrectly. Taking control of this expense starts with understanding how it works and verifying its accuracy on every invoice. A consistent LTL fuel surcharge audit turns a reactive cost into a managed expense. This guide provides a clear, step-by-step framework for auditing these fees, helping you gain control over your freight budget and ensure you never overpay for fuel again.
Key Takeaways
- Fuel Surcharges Are a Major, Controllable Expense: Don’t dismiss these fees as a fixed cost. They are a significant and variable part of your budget tied directly to weekly EIA diesel prices, making them a prime target for strategic cost reduction.
- Your Contract is Your Most Powerful Auditing Tool: The most effective audits come down to one simple action: verifying that every invoice charge matches the terms in your carrier agreement and the correct weekly fuel rate. This is your best defense against common overcharges.
- Move from Reactive Audits to Proactive Prevention: Finding errors is good, but preventing them is better. Use insights from your audits to optimize carrier contracts and implement regular monitoring systems, stopping overcharges before they ever happen.
What Are LTL Fuel Surcharges and Why Do They Matter?
If you’ve ever looked closely at your LTL freight bills, you’ve seen a line item for a fuel surcharge. But what is it, really? Simply put, a fuel surcharge is an extra fee carriers add to your shipping costs to cover the fluctuating price of diesel fuel. Think of it as their way of managing the risk of unpredictable fuel markets. Since fuel is one of their biggest operating expenses, this fee helps them maintain profitability without constantly changing their base freight rates.
For your business, this isn’t just a minor add-on. Fuel surcharges can represent a substantial portion of your total LTL shipping spend, especially if you’re moving a high volume of freight. Because they change weekly along with national fuel prices, they introduce a major variable that can make forecasting your freight costs a real challenge. Ignoring them means you’re overlooking a key driver of your transportation budget. Understanding how these surcharges work is the first step toward controlling your shipping expenses and ensuring you’re not being overcharged. A thorough invoice audit and recovery process is essential for catching errors that directly impact your bottom line and recovering the money you’re owed.
How Fuel Surcharges Affect Your Bottom Line
Let’s talk numbers. Fuel costs can make up anywhere from 20% to 30% of a trucking company’s total operating expenses. When diesel prices spike, carriers pass that cost directly to you through the surcharge. If you’re a high-volume shipper, even a small percentage increase can translate into thousands of dollars in additional costs over time.
The real issue is that these complex charges are often a source of billing errors. Studies show that companies can overpay by 3% to 8% of their total shipping budget due to incorrect invoices. When you consider how much of that budget is tied to fuel, it’s clear that auditing these specific fees is a massive opportunity for savings.
The Link Between Diesel Prices and LTL Costs
So, how do carriers decide on the surcharge percentage? It’s not arbitrary. The entire system is tied to official diesel fuel prices published by the U.S. Energy Information Administration (EIA), a division of the Department of Energy. The EIA releases a weekly report on the national average price of diesel, which serves as the benchmark for the entire industry.
LTL carriers use this data to create a fuel surcharge table. This table matches different EIA diesel price ranges to a specific surcharge percentage. For example, if the EIA price is between $4.10 and $4.14 per gallon, the surcharge might be 35%. The specific terms of this table are part of your carrier agreement, which is why effective contract optimization is key to managing these costs.
How Are LTL Fuel Surcharges Calculated?
Fuel surcharges can feel like a moving target, but they aren’t random. Carriers calculate these fees using a structured formula tied to a public data source. Think of it as a way for them to adjust for the volatile cost of diesel without constantly changing their base shipping rates. Understanding this calculation is the first step in making sure you’re not overpaying. It all comes down to a standard index, a carrier-specific table, and some straightforward math. Once you know how the pieces fit together, you can spot errors and protect your bottom line.
Decoding the EIA Diesel Price Index
The foundation of nearly every fuel surcharge calculation is the U.S. Energy Information Administration (EIA) Diesel Price Index. The EIA publishes a weekly report on the average cost of diesel fuel across the country and by region. Carriers use this index as a neutral, third-party benchmark to determine their surcharges for a given period. This practice creates transparency and ensures that the fees are based on actual market conditions rather than an arbitrary number set by the carrier. When you’re auditing your invoices, the first thing to check is that the carrier is using the correct EIA price for the week your shipment was processed.
How Weight Class Impacts Surcharge Calculations
While full truckload (FTL) shipments often use a cents-per-mile surcharge, Less-than-Truckload (LTL) shipping works differently. For LTL, carriers use a fuel surcharge table. This table matches different EIA diesel price ranges to a specific surcharge percentage. For example, if the national average for diesel is between $4.10 and $4.15 per gallon, the table might assign a 25% surcharge. This percentage is then applied to your net linehaul charges. The structure of this table—the price brackets and corresponding percentages—is a critical component of your carrier agreement and a key area for potential savings through contract optimization.
How to Read a Fuel Surcharge Table
A carrier’s fuel surcharge table is usually easy to find on their website. It’s a simple chart with columns showing the diesel price range and the surcharge percentage that applies. To calculate the fee, you find the EIA diesel price for the week of your shipment, locate that price in the table to find the correct percentage, and multiply it by your base shipping cost. For instance, if your base rate is $500 and the table shows a 30% surcharge for that week’s fuel price, your fuel surcharge would be $150. Since these rates are updated weekly, a small timing mistake can lead to a significant overcharge, which is exactly what a thorough invoice audit and recovery process is designed to catch.
Spotting Common Errors in LTL Fuel Surcharge Bills
Freight invoices can be incredibly complex, and it’s easy for errors to slip through the cracks. When you’re dealing with high shipping volumes, even small, recurring mistakes can add up to significant overspending. Fuel surcharges, with their fluctuating rates and complicated calculations, are a common source of these billing errors. The good news is that once you know what to look for, you can catch these issues before they impact your bottom line. Regularly reviewing your invoices for a few key discrepancies is one of the most effective ways to control your shipping costs.
Incorrect Weight and Freight Classifications
One of the most frequent errors on LTL invoices involves incorrect shipment weight or freight classification. The carrier might accidentally record a higher weight, or your shipment could be assigned the wrong National Motor Freight Classification (NMFC) code, pushing it into a more expensive class. Since the fuel surcharge is a percentage of the base freight charge, any mistake that inflates the base rate will also inflate the surcharge you pay. Many businesses overpay for shipping without ever realizing it. That’s why a detailed invoice audit and recovery process is so important—it ensures you’re paying the correct amount based on what you actually shipped. Always verify that the weight and class on your bill match your bill of lading.
Outdated Fuel Surcharge Rates
Fuel surcharges are designed to change along with the price of diesel. Carriers base their rates on the weekly U.S. National Average Diesel Fuel Index published by the EIA. However, mistakes happen, and sometimes carriers apply an outdated, higher fuel surcharge rate from a previous week to your current shipment. This can lead to immediate overcharges. To catch this, you need to match the date of your shipment with the applicable fuel surcharge rate for that specific period. If the rate on your invoice doesn’t align with the published index for that week, you have a valid reason to dispute the charge.
Mismatches Between Quoted and Billed Amounts
It’s a frustratingly common scenario: the amount on your final invoice doesn’t match the rate you were originally quoted. This discrepancy can stem from many issues, including a misunderstanding of your agreement or a simple data entry error. A thorough freight audit involves carefully checking your invoices against your carrier agreements to ensure you’re being charged the correct amount. Having a well-defined agreement is your first line of defense. When you optimize your carrier contracts, you can establish clear terms for base rates, surcharges, and accessorial fees, which makes it much easier to spot and challenge any inconsistencies that appear on your bill later on.
Hidden Fees and Unapproved Charges
Beyond the base rate and fuel surcharge, LTL invoices can include a variety of accessorial fees for services like liftgate usage, residential delivery, or inside delivery. Sometimes, these charges are applied incorrectly or were never approved in the first place. These hidden fees can unnecessarily inflate your total bill. For example, you might be charged for a liftgate service when your delivery location has a proper loading dock. Scrutinizing every line item on your invoice is the only way to catch these unapproved charges. A consistent audit process helps you identify and dispute these errors, ensuring you only pay for the services you actually need and use.
How to Audit Your LTL Fuel Surcharges: A Step-by-Step Guide
Auditing your LTL invoices for fuel surcharge errors might sound like a massive undertaking, but breaking it down into a clear, repeatable process makes it entirely manageable. Think of it as a health check for your shipping spend. By systematically reviewing your bills, you can catch costly mistakes and ensure you’re only paying what you owe. This step-by-step guide will walk you through exactly how to conduct a thorough audit, turning a complex task into a straightforward routine that protects your bottom line. Let’s get started.
Collect and Organize Your Shipping Documents
Before you can find any errors, you need to get your paperwork in order. The first step is to gather all the essential documents for the shipments you plan to audit. This includes your carrier invoices, the original bills of lading (BOLs), proofs of delivery, and, most importantly, your LTL carrier contract. I recommend creating a dedicated digital folder for each shipment to keep everything organized and easily accessible. Having all your information in one place prevents you from scrambling for documents later and creates a clear paper trail for every charge. This simple organizational step makes the entire audit process smoother and far more efficient.
Verify Charges Against Your Carrier Contracts
With your documents organized, it’s time to play detective. Compare the charges on your invoices directly against the terms laid out in your carrier agreement. Your contract is the source of truth for what you should be paying. Does the fuel surcharge percentage on the invoice match the calculation method defined in your contract? Are the base rates and discounts applied correctly? This is where a well-negotiated agreement becomes your best asset. If your contract terms are ambiguous, it’s much harder to dispute a charge. A strong carrier contract is your first line of defense against incorrect billing and ensures you have solid ground to stand on when you find an error.
Match EIA Diesel Prices with Billing Dates
LTL fuel surcharges are tied to the national average price of diesel fuel, which is published weekly by the U.S. Energy Information Administration (EIA). To verify a surcharge, you need to match the date of your shipment with the correct EIA diesel price. Most carriers base their surcharge on the EIA price announced on the Monday of the week the shipment is picked up. Go to the EIA website, find the applicable weekly rate, and check if the carrier used that exact figure in their calculation. A mismatch here is a clear sign of a billing error and often one of the easiest overcharges to prove and recover.
Check for Service and Accessorial Fee Errors
Fuel surcharges aren’t the only place where mistakes can creep in. Pay close attention to accessorial fees—charges for services beyond standard pickup and delivery. These can include fees for liftgate use, inside delivery, residential surcharges, or reclassification adjustments. Scrutinize each one. Was a liftgate actually used? Was the delivery address truly residential? These fees are common sources of billing errors, and they can add up quickly. A comprehensive invoice audit process should always include a careful review of these extra charges to ensure their validity and that they were applied according to your contract terms.
Document Every Error for Your Recovery Claim
When you find a discrepancy, your work isn’t done until you document it properly. Meticulous record-keeping is the key to getting your money back. Create a simple spreadsheet or log to track every error you uncover. For each mistake, record the invoice number, shipment date, the specific type of error (e.g., wrong fuel rate, incorrect accessorial), your calculation of the correct charge, and the total overbilled amount. Having this clear, organized evidence makes filing a claim with your carrier much more effective. It shows you’ve done your homework and builds a strong, undeniable case for your refund.
Red Flags to Watch For in Your Fuel Surcharge Bills
Once you start auditing your LTL invoices regularly, you’ll begin to notice patterns—both good and bad. While most carriers strive for accuracy, the sheer volume of shipments and the complexity of freight billing mean errors are inevitable. The key is to catch them before they become a significant drain on your budget. Think of it as proofreading an important document; a small typo can change the meaning, and a small billing error can quietly eat away at your profits over time.
Knowing what to look for is half the battle. Certain discrepancies are more common than others and serve as immediate red flags that an invoice needs a closer look. These issues can range from simple data entry mistakes to more systemic problems, like applying outdated rates or misinterpreting your contract terms. By familiarizing yourself with these common pitfalls, you can develop a more efficient and effective audit process. This allows you to focus your energy on the invoices most likely to contain costly errors, saving you time and securing your bottom line. Below are four of the most frequent red flags you should watch for in your fuel surcharge bills.
Inconsistent Surcharges Across Similar Shipments
If you regularly ship freight of a similar weight, class, and distance, the fuel surcharges should be consistent. When you spot an invoice where the surcharge is noticeably higher for a standard shipment, it’s time to investigate. LTL shipping is notorious for hidden fees that can inflate costs, and an unexpected spike in a fuel surcharge could be a symptom of an underlying issue. This could be a simple manual error, or it might point to an incorrect service level or an unapproved accessorial fee being bundled into the calculation. Comparing invoices for similar lanes side-by-side is one of the quickest ways to spot these anomalies and identify which bills require a deeper dive.
Charges That Don’t Match Your Contract Terms
Your carrier agreement is the single source of truth for your shipping rates. Every charge on your invoice, including the fuel surcharge, must align with the terms you’ve negotiated. A freight audit is essentially the process of checking your bills against your agreements to ensure you’re being charged correctly. If your contract specifies a certain fuel surcharge table, a cap on surcharges, or a discount on the base rate, any deviation on the invoice is a clear billing error. This is why effective contract optimization is so critical; a clear, well-defined agreement makes it much easier to spot and dispute incorrect charges when they appear.
Missing or Incorrect Weight Classifications
An incorrect freight classification is one of the most common and costly errors in LTL shipping. Since the fuel surcharge is often calculated as a percentage of the base freight charge, a mistake in the freight class can have a ripple effect that inflates the entire bill. For example, if a shipment is incorrectly classified at a higher, more expensive class, both the base rate and the fuel surcharge will be higher than they should be. Always verify that the weight and freight class listed on the invoice match what’s on your Bill of Lading (BOL). If a carrier has re-classified your shipment, they should provide a clear reason and documentation to justify the change.
Timing Mismatches Between Service Dates and Fuel Rates
Fuel surcharges are not static; carriers update them weekly based on the national average diesel prices published by the U.S. Energy Information Administration (EIA). The surcharge applied to your shipment should be based on the rate that was active on the pickup date, not the invoice date. A common red flag is seeing a carrier apply an outdated, higher rate from a previous week. This is a subtle error that’s easy to miss but can add up across hundreds of shipments. A thorough invoice audit and recovery process always involves cross-referencing the service date on the bill with the carrier’s published fuel surcharge table for that exact period.
What Tools Can Streamline Your Audit Process?
Manually sifting through hundreds or thousands of LTL invoices is a massive undertaking. It’s not just time-consuming; it’s also prone to human error. A single missed detail or miscalculation can add up to significant losses over time. Fortunately, you don’t have to tackle this alone. Several tools and services can help you automate and refine your audit process, ensuring you catch every error and recover the money you’re owed. From specialized software to expert services, integrating the right solution can transform your auditing from a tedious chore into a strategic financial advantage. Let’s look at a few key options that can make a real difference.
Key Features in Automated Auditing Software
Automated freight audit software is designed to do the heavy lifting for you. It works by automatically reviewing every carrier invoice and comparing it against your agreed-upon rates and contracts. This technology is incredibly effective at spotting discrepancies you might otherwise miss, such as incorrect rates, duplicate billings, or unauthorized accessorial charges. By automating the review process, you not only save countless hours but also dramatically reduce the risk of costly human errors. Think of it as your first line of defense, a system that flags potential issues so your team can focus on resolving them and securing refunds.
Using a Transportation Management System (TMS) for Audits
While a Transportation Management System (TMS) is primarily used to manage your shipping logistics, it’s also a goldmine of data for your audit process. A TMS gives you real-time visibility into your shipments, tracking everything from pickup to delivery. This data is crucial for verifying the accuracy of carrier invoices. For example, you can use your TMS records to confirm that fuel surcharges align with the actual routes and conditions of a shipment. When you integrate your TMS with your auditing software, you create a powerful system for cross-referencing information, making it much easier to validate charges and improve your reporting and KPIs.
When to Use Professional Audit and Recovery Services
Sometimes, the most efficient approach is to bring in the experts. If your team lacks the time or specialized knowledge to conduct thorough audits, professional invoice audit and recovery services can be a game-changer. These teams live and breathe freight billing. They understand the complexities of carrier contracts and know exactly where to look for hidden errors and overcharges. Outsourcing your audits frees up your internal resources to focus on core business operations while ensuring you uncover the maximum possible savings. It’s a strategic move that provides access to industry expertise and advanced technology without the overhead of building an in-house auditing department.
Overcoming Common LTL Fuel Audit Challenges
Even with a solid plan, auditing LTL fuel surcharges can feel like a puzzle. You might find that carrier rules are confusing, the amount of data is overwhelming, or invoices are inconsistent from one carrier to the next. These are common hurdles, but they aren’t roadblocks. Understanding these challenges is the first step to building a process that saves you money and headaches.
The key is to have a system that can handle complexity and volume without letting errors slip through the cracks. Whether you build that system in-house or work with a partner, a proactive approach will help you manage these issues effectively. With the right strategy, you can turn a complicated task into a routine part of your cost-saving efforts and master your invoice audit and recovery process.
Navigating Complex Calculations and Carrier Rules
Fuel surcharge calculations are rarely simple. Each carrier has its own set of rules, tables, and thresholds that determine the final charge. One carrier might update its rates on a Monday, while another does it on a Wednesday. These differences, though small, can make it difficult to verify if you’re being billed correctly. The complexity is intentional—it protects carriers from volatile fuel prices, but it puts the burden of verification on you.
To get a handle on this, start with your carrier agreements. Your contract should clearly define how surcharges are calculated. If the language is vague, it’s a red flag. A clear understanding of these terms is your best defense against overcharges. A strong contract optimization strategy can help clarify these rules from the start, making your audits much more straightforward.
Managing High Volumes of Shipping Data
If you’re a high-volume shipper, you’re dealing with thousands of invoices, each with its own line items for fuel surcharges. Manually auditing this much data is not just time-consuming; it’s a recipe for human error. A tiny discrepancy on one invoice might seem insignificant, but when that same error is repeated across thousands of bills, it can add up to a substantial financial loss.
This is where automation becomes essential. Relying on spreadsheets and manual checks isn’t scalable and leaves money on the table. Implementing an automated system or software solution removes the risk of manual error and can process massive datasets in a fraction of the time. Using a spend management portal allows you to centralize your shipping data, making it easier to spot trends, identify errors, and manage your audits efficiently.
Dealing with Inconsistent Carrier Reporting
Another common challenge is the lack of standardization in carrier invoicing. Each carrier presents its data differently, which can make it incredibly difficult to compare costs or apply a consistent audit process across all your providers. You might find duplicate charges, incorrect freight classifications, or other billing errors that are hard to catch because the formats vary so much. This inconsistency creates blind spots in your freight management.
To solve this, you need to establish a single source of truth. By funneling all your carrier data into one system, you can standardize the information and analyze it on your own terms. This approach helps you create clear reporting & KPIs that work for your business, not just your carriers. It allows you to cut through the noise, compare apples to apples, and ensure every invoice is accurate, regardless of which carrier sent it.
How to Prevent Future Fuel Surcharge Errors
Finding and recovering money from billing errors is a great first step, but the real goal is to stop those errors from happening in the first place. Moving from a reactive to a proactive approach saves you time, protects your budget, and strengthens your relationship with carriers. By putting a few key strategies in place, you can significantly reduce the frequency of fuel surcharge mistakes and keep your shipping costs predictable.
Optimize Contracts and Negotiate Clearer Terms
Your carrier agreement is your first line of defense against billing errors. Vague contract language is often the root cause of disputes over fuel surcharges. Your contracts should explicitly state how surcharges are calculated, including the base fuel price and which specific EIA index will be used. Don’t leave room for interpretation. A well-defined agreement ensures both you and your carrier are on the same page from day one. If contract language isn’t your strong suit, working with experts on contract optimization can help you secure clear, favorable terms that protect your business from unexpected costs.
Establish a Regular Monitoring Process
Don’t let freight auditing be a once-a-year task. Turning it into a regular, ongoing process is a strategic move that helps you spot trends, identify recurring issues with certain carriers, and make smarter decisions about your supply chain. Consistent monitoring allows you to catch problems early before they snowball into significant financial losses. Using a dedicated spend management portal can make this process much easier, giving you a clear and continuous view of your shipping expenses and helping you maintain control over your logistics budget.
Set Up Automated Alerts for Rate Changes
Manually checking every invoice against fluctuating fuel prices is time-consuming and prone to human error, especially for high-volume shippers. This is where technology can be a game-changer. Automated auditing software can monitor your invoices in real-time and flag any discrepancies between the billed surcharge and the applicable rate for that period. These systems consolidate carrier data into easy-to-read dashboards, giving you clear visibility into your expenses across all carriers and modes. This allows your team to focus their attention only on the exceptions that need a closer look.
Train Your Team on Standard Audit Procedures
Your team needs a clear playbook for handling invoice audits. Create and document a standard operating procedure (SOP) that outlines exactly what to look for, how to verify charges, and the steps for disputing an error with a carrier. This ensures consistency and efficiency, no matter who is handling the task. A well-trained team can confidently manage the invoice audit and recovery process, from identifying a mistake to tracking the claim until the credit is received. This internal expertise is crucial for maintaining financial accuracy and holding carriers accountable.
Found a Billing Error? Here’s What to Do Next
Great job—you’ve completed the audit and found a discrepancy. That’s a huge step. Now, it’s time to turn that discovery into savings. Finding the error is only half the battle; the next phase is all about clear communication, diligent tracking, and solid documentation to recover the money you’re owed. This process doesn’t have to be confrontational. When you approach it with organized evidence and a clear understanding of your contracts, you set yourself up for a smooth and successful resolution.
The key is to have a system in place. For high-volume shippers, even minor, recurring errors can add up to significant losses over time. By creating a repeatable process for managing claims, you not only recover funds but also signal to your carriers that you’re paying close attention. This can lead to fewer errors in the future. Let’s walk through the three essential steps to take after you’ve identified a billing mistake.
File Carrier Claims Effectively
Once you’ve confirmed an error, the first step is to formally dispute the charge with your carrier. Each carrier has its own process for submitting claims, so check their portal or contact your representative for specific instructions. When you file, be direct and clear. State the invoice number, the specific line item you’re disputing, and the exact amount of the overcharge. The goal is to make it as easy as possible for the carrier to understand and approve your claim.
Your claim should include all the evidence you gathered during the audit. This means attaching a copy of the invoice, the relevant section of your carrier contract, and your calculations showing the correct charge. Auditing is all about disputing these errors and requesting corrected invoices, so frame your communication professionally and stick to the facts.
Track Your Recovery Efforts and Timelines
After you submit a claim, your work isn’t done. You need a reliable way to track its progress. For businesses managing hundreds or thousands of invoices, manually tracking claims is not only time-consuming but also prone to human error. A simple spreadsheet can work, but a dedicated system is better. Log the date you filed the claim, the claim number, the amount, and the carrier. Set reminders to follow up if you don’t hear back within the carrier’s stated timeline.
This tracking is critical because small discrepancies can accumulate into major losses if they aren’t resolved. A robust invoice audit and recovery process ensures that no claim falls through the cracks. By monitoring your recovery efforts, you can accurately measure the financial impact of your audits and hold carriers accountable for timely resolutions.
Keep Detailed Records of Every Dispute
Think of every claim as a case you need to prove. The stronger your evidence, the faster you’ll get your money back. Document everything related to the dispute. When you find an error, you need clear proof—like your contract, bill of lading, delivery receipts, and calculations—to show the carrier exactly where they went wrong. Save copies of all communication, including emails and confirmation numbers from your claim submission.
If a carrier initially denies your claim, this detailed record becomes your greatest asset for an appeal. It allows you to present a well-supported argument that is difficult to refute. Keeping organized files for each dispute not only helps you win claims but also creates a historical record that can be useful in future contract negotiations.
Frequently Asked Questions
Why are fuel surcharges so complicated? Can’t carriers just set a flat rate? Carriers use a surcharge system because the price of diesel fuel changes so frequently. A flat rate would either overcharge you when fuel is cheap or cause the carrier to lose money when prices spike. The surcharge allows them to adjust to market volatility. However, this complexity—with different tables for each carrier and weekly rate changes—creates many opportunities for billing errors, which is why it’s so important to review these charges carefully.
Is it really worth my time to audit every single invoice for fuel surcharges? It might seem like a lot of work, but for high-volume shippers, it’s absolutely worth it. A small, one-percent error on a single invoice is easy to ignore. But when that same error is repeated across thousands of shipments, it can add up to a significant financial loss over the course of a year. Think of it less as a chore and more as a crucial financial health check for your shipping budget.
My carrier contract seems standard. Can I actually negotiate the terms of my fuel surcharge? Yes, you absolutely can. Many shippers don’t realize that nearly every part of a carrier agreement is negotiable, and that includes the fuel surcharge. You can negotiate the structure of the surcharge table, the specific fuel price index it’s tied to, and even discuss putting a cap on the percentage. This is one of the most effective ways to control costs before they even hit your invoice.
What’s the first thing I should check if I suspect an overcharge on my bill? If an invoice looks off, the quickest way to find a clear error is to check the timing. Find the pickup date for your shipment and compare it to the carrier’s published fuel surcharge table for that specific week. Carriers often make mistakes by applying an outdated, higher rate from a previous week. If the dates and rates don’t match up, you have a straightforward case for a refund.
My team is already stretched thin. How can we manage this process without hiring more people? That’s a very common challenge. If your team doesn’t have the bandwidth for manual audits, you have a couple of great options. You can use automated auditing software to review invoices and flag errors for you, which saves a massive amount of time. The other approach is to partner with a professional audit and recovery service that manages the entire process, from finding errors to filing and tracking claims on your behalf.