OnTrac Shipping Invoice Reconciliation Software

OnTrac shipping invoice reconciliation helps finance teams verify that carrier billing aligns with internal shipment records, ERP data, and agreed rate cards. Instead of checking every line manually in Excel, Cointab gives teams a structured workflow to compare Side A records with Side B invoice data, flag exceptions, and produce audit-ready reports.

What Cointab reconciles for OnTrac invoices

In a typical OnTrac reconciliation workflow, Side A contains your internal records and Side B contains the carrier invoice.

Side A: your records

These may include:

• ERP exports
• Order or shipment reports
• Dispatch records
• SKU master or product master data
• Weight and dimension data
• Pincode or zone mapping files
• Approved rate card or pricing reference files

Side B: OnTrac records

These may include:

• Shipping invoice lines
• Shipment reference numbers
• Billable weight details
• Zone or service details
• Surcharges or adjustment lines
• Credit or debit entries

Cointab maps the required fields, compares the two sides, and separates fully matched, partially matched, unmatched, and skipped records so finance teams can focus on exceptions.

How the reconciliation workflow works

Cointab keeps the process simple and repeatable:

1. Upload the OnTrac invoice and your internal shipment or ERP files.
2. Map fields such as date, amount, and reference columns.
3. Add supporting data if needed, such as rate cards, SKU masters, or zone files.
4. Create derived columns when you need cleaned references, normalized IDs, or billable weight calculations.
5. Run reconciliation manually or schedule it for recurring invoice cycles.
6. Review the report dashboard as the matching engine processes the data.
7. Inspect matched, partially matched, unmatched, and skipped transactions.
8. Download the Excel report for review, audit, or follow-up.
9. Manually match exceptions when business context is clear.
10. Reuse the same setup for the next billing period.

Common checks in shipping invoice verification

OnTrac invoice reconciliation often involves more than a simple line-by-line match. Finance teams typically review several layers of data before approving a bill.

Reference and shipment matching

Cointab can match invoice lines against shipment references, order IDs, AWB numbers, or other identifiers used in your process.

Weight and billing validation

Teams often compare invoice weight with internal shipment weight, declared weight, or billable weight logic derived from dimensions and rate rules.

Zone or service validation

If your billing depends on origin and destination zones, Cointab can help compare zone mappings and service-level references against the carrier invoice.

Rate card review

Supporting rate card data can be used to check whether the applied charge aligns with the agreed pricing structure for the shipment type, weight slab, or service level.

Surcharge and adjustment review

Carrier invoices may also include surcharge lines, accessorial charges, rounding differences, or manual adjustments. Cointab makes these visible so they can be reviewed separately from standard shipment charges.

Exception types finance teams usually review

Cointab helps teams focus on the items that need action rather than rechecking every row.

• Fully matched: Shipment references and amounts align according to the configured logic.
• Partially matched: The record is related, but the amount, weight, or another key field does not fully align.
• Unmatched: The invoice line or internal shipment record cannot be found on the opposite side.
• Skipped: The row was excluded because of missing data, invalid values, or another file-level issue.

This structure is useful for month-end review, dispute handling, and partner follow-up.

Why finance teams use Cointab for OnTrac billing

Manual invoice review becomes difficult when shipment volumes are high or when billing depends on multiple reference files. Cointab helps finance teams standardize the process and reduce spreadsheet dependency.

Key benefits include:

• Reusable reconciliation setup for recurring invoice cycles
• Clear field mapping for shipment and billing data
• Structured handling of exceptions instead of ad hoc spreadsheet checks
• Audit-ready Excel report exports
• Team workspace support for shared review and visibility
• Manual match for exceptions that need business judgment
• Automated runs through email, SFTP, or API where needed

Supporting data for better validation

Shipping invoice verification often depends on files that are not reconciled directly but help prepare the primary data.

Examples include:

• Product or SKU master files
• Fee or rate reference files
• Order metadata
• Zone or pincode mapping
• Delivery partner reference files
• Tax or adjustment lookup files

These files can be used to enrich records, calculate derived values, and make matching more reliable.

AI-assisted review for open items

After structured matching, Cointab can use AI to help analyze open transactions where deterministic rules are not enough. This is useful when references are incomplete, descriptions vary, or the billing issue is not obvious from the raw file.

AI can help with:

• Formula creation for derived columns
• Reason analysis for unmatched items
• Suggested actions for open exceptions
• Conservative review of difficult cases where manual judgment is still required

If the evidence is weak, the record remains unmatched rather than being forced into a questionable match.

Automation for recurring carrier invoices

For teams that review OnTrac invoices every week or month, Cointab can support recurring reconciliation workflows. Once the setup is configured, users can reuse it for future periods instead of rebuilding the process each time.

Cointab also supports automated data flow through email, SFTP, or API so reconciliation can fit into finance operations more consistently. Output can be delivered back to internal systems when needed, helping finance teams keep reports and downstream workflows current.

Dashboard and report history

Every reconciliation run stays available on the dashboard for future reference. Teams can review the run status, period, files used, and the reconciliation outcome later if questions come up during review or audit.

That makes it easier to track historical OnTrac invoice checks, compare periods, and follow up on unresolved items without relying on scattered spreadsheets.

FAQ

What data do I need for OnTrac invoice reconciliation?

Most teams start with the OnTrac invoice on one side and internal shipment or ERP data on the other. Supporting files such as rate cards, zone masters, SKU masters, or weight references can improve the quality of the reconciliation.

Can Cointab handle invoice checks beyond simple reference matching?

Yes. Cointab supports structured matching with one-to-one, one-to-many, many-to-one, and grouped comparisons. It can also use supporting data and derived columns when the reconciliation logic is more complex than a direct match.

What happens if a file is missing?

If a report was missed, it can be uploaded later under the same reconciliation and the report can be refreshed. This is useful when carrier files, ERP exports, or supporting data arrive late.

Can recurring OnTrac invoice checks be automated?

Yes. Once the reconciliation is configured, data can be received or pulled through email, SFTP, or API, and the run can be scheduled on a recurring basis. This helps reduce manual work for repeat billing cycles.