OnTrac Shipping Invoice Verification

Cointab helps finance teams verify OnTrac shipping charges by comparing internal shipment records against OnTrac invoice data, rate cards, and supporting files. Instead of checking each line manually in Excel, teams can map their fields once, run reconciliation, and review matched, partially matched, unmatched, and skipped records in one workflow.

This is useful for businesses that handle frequent shipping invoices, need better control over logistics spend, and want an audit-ready record of how each charge was checked.

How OnTrac shipping invoice verification works

The OnTrac shipping invoice verification workflow in Cointab follows a simple Side A / Side B model:

• Side A contains your internal records, such as ERP exports, order reports, shipment registers, SKU data, or dispatch files.
• Side B contains external records, such as the OnTrac invoice or shipping charge report.

Users can also add optional supporting data to enrich the comparison before reconciliation runs. This is helpful when invoice verification depends on extra fields such as weight, service level, zone, or rate mapping.

Typical data used for verification

Depending on how your shipping operation is structured, OnTrac invoice verification may use some or all of the following files:

• ERP or order export
• Shipment manifest or dispatch report
• OnTrac invoice or charge file
• Rate card
• Zone or location master
• SKU master
• Weight or dimension file
• Tax or surcharge reference file

Cointab supports CSV, XLS, and XLSX files. For each primary report, users map key fields such as date, amount, and identifier columns like shipment reference, order ID, invoice number, tracking number, or service reference.

What the reconciliation checks

Cointab compares the fields that matter most in shipping invoice review, such as:

• Shipment reference or tracking ID
• Invoice line reference
• Shipment date or billing period
• Service type
• Origin and destination zone
• Actual or billable weight
• Base charge and additional charge components
• Taxes or other billable adjustments

If your verification setup requires calculated values, users can create derived columns with AI-assisted formulas. For example, a team can calculate billable weight, clean up reference numbers, or derive a net charge field before matching.

Supporting data for rate and charge validation

Shipping invoice verification often needs more than two files. Cointab lets teams upload supporting data to prepare the records before matching.

Common examples include:

• A rate card to validate the expected charge structure
• A zone master to map shipping locations
• A SKU file to bring in weight or dimension details
• A return or exception report to explain special charges

Supporting data is not reconciled directly. It is used to enrich, merge, lookup, or calculate values so the main shipment and invoice data can be compared more accurately.

Structured matching for shipping invoices

Once the files are mapped, Cointab runs structured reconciliation using configurable matching logic. This can help with cases such as:

• One shipment matching one invoice line
• One shipment matching multiple charge lines
• Multiple shipment records matching one invoice entry
• Grouped charges that need to be compared on a net basis
• Partial matches where the reference is correct but the amount differs

The platform is designed to be conservative. If the evidence is not strong enough, the transaction remains open rather than being forced into a weak match.

How exceptions are reviewed

After the run completes, finance teams can review the report by category:

Fully matched

These records match on the configured identifiers and expected charge logic.

Partially matched

These records are related, but the charge amount does not fully match. This is often useful when the shipment reference is correct but the billed amount differs from the expected amount.

Unmatched

These records appear on one side but not the other. For shipping invoice review, that may indicate a missing shipment line, a missing invoice entry, or a file that has not yet been uploaded.

Skipped

These are rows that were not included in the reconciliation because of missing data, invalid values, duplicates, or a file format issue.

Users can filter the report, inspect open items, and manually match records when business context supports it.

Why finance teams use Cointab for shipping charge verification

Shipping invoice verification is often repetitive and difficult to audit when it is handled in spreadsheets. Cointab helps reduce that manual effort by creating a reusable workflow with clear inputs, rules, and outputs.

Key benefits include:

• Faster invoice review across repeated billing periods
• More consistent charge validation across teams
• Clear visibility into matched, unmatched, partial, and skipped records
• Audit-ready Excel reports for review and follow-up
• Reusable setup for recurring shipping invoice checks
• Better control over exception handling and manual review

Reusable setup for recurring OnTrac billing periods

Once an OnTrac shipping reconciliation is configured, the same setup can be reused for future periods. Teams usually only need to select the reconciliation, upload the new files, and run the report again.

This is especially helpful when shipping invoices arrive regularly and the same validation logic needs to be applied month after month.

Cointab also supports missed file upload and report refresh, which is useful when an invoice, manifest, or reference file arrives late.

Automation for recurring shipping reconciliation

For teams that want less manual work, Cointab can automate recurring data flow through email, SFTP, or API integrations. Once the data is available, reconciliation can be scheduled to run automatically and the output can be delivered back to downstream systems.

This makes OnTrac invoice verification more practical for high-volume finance operations that need repeatable controls and timely reporting.

A clearer view of shipping costs and exceptions

OnTrac shipping invoice verification is not only about checking whether a line was billed. It is also about understanding why a charge differs, what evidence supports the difference, and which items need follow-up.

With Cointab, finance teams can compare shipment records with invoice data in a structured way, document the exceptions, and keep a full reconciliation history for future reference.