Automated Accessorial Charge Audit for Carriers
Every Monday, WebRun opens J. J. Keller Encompass, reviews loads completed in the prior week for accessorial events (detention, layover, lumper, fuel surcharge variances), cross-references the amounts billed in QuickBooks, and posts your billing team a Slack reconciliation list of any discrepancies to fix before the weekly billing run.
How do I automatically audit accessorial charges and catch billing discrepancies each week?
WebRun opens J. J. Keller Encompass every Monday, pulls all accessorial events from last week's completed loads, cross-references each charge against QuickBooks invoices, and posts your billing team a ranked Slack list of discrepancies sorted by dollar value, so every missed detention, lumper, or fuel surcharge is caught before the billing cycle closes.
- Missed accessorial charges are caught before the weekly billing cycle closes
- Billing team sees discrepancies ranked by dollar value every Monday morning
- Total unbilled accessorial exposure is visible at the start of each week
Built for carrier billing coordinators · transportation finance managers · fleet operations teams · trucking company owners
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
encompass.jjkeller.comin a real browser with your saved login - no setup, no API keys. -
1
J. J. Keller Encompass - pull accessorial events from completed loads
jjkeller.com
WebRun opens J. J. Keller Encompass to pull accessorial events from completed loads. - Open the load records in Encompass and filter for loads delivered in the prior week
- Identify all accessorial events: detention, layover, lumper fees, fuel surcharge adjustments, and redelivery charges
- Capture load number, accessorial type, amount, and the driver or facility that triggered it
Done when All accessorial events from last week's completed loads are listed with amounts and load numbers.
-
2
QuickBooks - cross-reference what was actually invoiced
- Open QuickBooks and search invoices for each load number from the Encompass list
- Compare the accessorial line items on each invoice against the Encompass record
- Flag any load where an accessorial charge was incurred but is missing from the invoice, or where the amount differs
Done when Every discrepancy between Encompass accessorial records and QuickBooks invoices is identified.
-
3
Slack - post reconciliation discrepancy list to billing team
slack.com
WebRun opens Slack to post reconciliation discrepancy list to billing team. - Post a reconciliation worklist to the billing channel listing each discrepancy with load number and charge type
- Sort by dollar value, largest discrepancy first
- Include the total unbilled accessorial amount for the week at the top of the message
Done when Billing team has this week's accessorial discrepancy list in Slack before the billing run.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it automatically correct or re-issue invoices with missing charges?
No. WebRun surfaces the discrepancies for your billing team to review. Correcting an invoice or issuing a new charge in QuickBooks is a human step, ensuring no billing change goes out without approval.
Which accessorial charge types does it audit?
WebRun audits all accessorial types recorded in J. J. Keller Encompass, including detention, layover, lumper fees, fuel surcharge variances, redelivery, and any custom accessorial codes your operation uses.
What if the load number in QuickBooks does not match the Encompass record?
WebRun flags unmatched load numbers as a separate category in the reconciliation list so your billing team can investigate whether it is a reference number mismatch or a genuinely missing invoice.
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