Why use a freight audit service
A chat can explain your invoice. It cannot prove it, follow it or answer for it.
Use a general AI chat to learn a term or draft a message. Use MileCFO when a number has to hold up with a broker: it comes from your own documents, shows its formula, names the paper that proves it, and waits for your approval before anything is sent.
- 20loads in your free auditSend your last 20. Paid work is scoped in writing after it.
- 0logins to get startedA file and a short form. No account, no password.
- 3money numbers, never blendedPotential, verified and collected stay separate.
- 9questions to compare any optionAsk any vendor the same nine. Table below.
Where the money leaks
Four documents. Three gaps. A chat sees none of them.
Every load leaves a paper trail. Money slips out between the pieces, and you only see it if all four sit side by side.
-
Rate confirmation
What the broker agreed to pay, including extras.
Gap 1: invoice below the rate con -
Signed BOL or POD
The proof the freight moved, and when.
Gap 2: no signed paper, no claim -
Invoice
What you billed, and the date you billed it.
Gap 3: unpaid past 30 days, nobody watching -
Payment
What actually landed in your account.
The number that counts
MileCFO lines the four up, load by load. A chat sees only what you paste, so it cannot see that a document is missing.
Top 3 reasons
Why carriers use us next to a chat
-
It starts from your documents
Rate, miles, invoice and payment fields from your loads file, up to 20 loads for the free audit. Not memory, not a guess.
Public data on our pages shows its source and retrieval date. -
Every number shows its formula
Fixed rules recompute per-mile figures from your raw columns. The same file gives the same result, and each finding names the document that proves it.
No document, no claim: the item stays "evidence needed". -
You approve, then we follow it
Nothing goes to a broker without your OK. Back-office help keeps the open list and a weekly past-30-day list by broker until it is paid or dropped.
The follow-up is a paid service, scoped in writing first.
Never blended
Three money numbers, kept apart
Most reports add everything into one hopeful total. We do not. A claim moves left to right only when the paper backs it.
- Potential: a gap we can see in the numbers, document still missing.
- Verified: the document is in hand and the formula holds.
- Collected: the money is received.
Pick your situation
Which advantage matters to you?
Choose the line that sounds like your week.
Owner-operator
Your time is the cost
- Start with a file. Your last 20 loads, no logins, no software to learn.
- See the gap in your own numbers. Each figure shows its formula, so you can check it at the kitchen table.
- Know what to dig up. Each finding says which document would prove it.
Work out what your hours on paperwork are worth first. The calculator is just below.
Open the hour calculatorSmall fleet
Several brokers, several trucks, one blind spot
- Three numbers, never blended. Potential, verified and collected stay separate, so the weekly summary stays honest.
- Past-30-day invoices by broker. A weekly list through the back-office service, so slow payers stand out.
- You approve every claim. Your name stays on what goes to a broker.
Start with the free audit. Then choose what, if anything, to hand over.
Get my free auditDispatcher or back office
You hold the line with the broker
- An open list of loads missing documents. Kept up to date, so you stop searching inboxes.
- A formula you can quote. When a broker pushes back, the number and its proof are already side by side.
- Evidence first. A finding with no document stays "evidence needed" and is not sent.
Want to see how a finding reads before you send any data?
See an example reportSide by side
A general AI chat and MileCFO
The left column is how a general chat usually works. The right column is what is true of our pages and tools today. Products differ, so check anything you plan to rely on.
| Question | General AI chat | MileCFO |
|---|---|---|
| What does it start from? | What you paste in, plus what it learned in training. It has no link to your files. | Your loads file: rate, miles, invoice and payment fields, up to 20 loads for the free audit. Public data on our pages is shown with its source and retrieval date. |
| Where do the numbers come from? | It can state a figure it did not calculate or cannot source. | The audit tool recomputes per-mile figures from your raw columns with fixed rules. The same file gives the same result. |
| Can you see the formula? | If you ask, it will write one. Whether the arithmetic matches is for you to check. | Each number in the report shows its formula. |
| What proves a finding? | A description of what a document might say. | Each finding says which document would prove it. Without the document, the item stays "evidence needed" and counts only as potential. |
| Who checks the result? | You, if you have time. | You approve every claim before it is sent. |
| What happens next? | The conversation ends. It does not follow a claim to payment. | Back-office help keeps an open list of loads missing documents, a weekly list of invoices past 30 days by broker, and a weekly summary that keeps potential, verified and collected separate. |
| Who is accountable? | No one. You carry the result. | You get a written scope and price before any paid work. Our terms and privacy policy are published. We do not guarantee any recovery. |
| What does a wrong number cost? | You find out when the broker rejects the claim or the invoice stays unpaid. | The proof requirement catches it earlier: a finding with no document behind it is not sent. |
Across the options
Six ways small fleets handle this today, and us
These are categories, not named products. Cells describe how each category is usually built and used. We have not tested every product in a category, so treat each cell as a prompt for your own questions.
MileCFO wins, in short
Shows the formula
MileCFO: yes, on every number in the report.
Others: partly or rarely, usually on request.
A person approves before it is sent
MileCFO: yes, you approve every claim.
A chat: no, unless you check it yourself.
Follows a claim to payment
MileCFO: yes, through the back-office service.
A chat: no. A factor: only invoices it funds.
Proof before a claim
MileCFO: yes, no document means "evidence needed".
Others: you carry the cost of an error.
Full table below. On a wide screen it scrolls sideways and our column stays pinned on the right. On a phone each row becomes a card with our answer first.
| Question | Generic AI chat | Big TMS suite | Load-board add-on | Factoring portal | Freelance bookkeeper | In-house dispatcher | MileCFO |
|---|---|---|---|---|---|---|---|
| Best at | Explaining terms, drafting messages | Running dispatch, loads and driver pay in one system | Finding loads and rate context | Cash against invoices | Books, taxes, payroll | Booking loads, talking to drivers and brokers | Checking what your loads earned against what was paid, and what is still open. We do not dispatch, broker or factor. |
| Data it uses | What you paste | Your records inside its system | Posted loads and rates on its board | Invoices you submit for funding | Your books and bank feeds | Loads they booked, messages, memory | Your loads file plus public data with dates (EIA, FMCSA aggregates, NOAA) |
| Shows the formula | PartlyOn request, unchecked | PartlyVaries by report | PartlyAverages, method summarized | PartlyAdvance and fee, not your rate con terms | PartlyIf asked | RarelyOften by feel | YesEvery number in the report |
| Human review | NoUnless you do it | YoursYour staff | NoYou decide alone | PartlyChecks invoices for funding, not for missed charges | YesA person | YesA person, busy with dispatch | YesYou approve every claim before it is sent |
| Privacy and personal data | Your paste goes to the provider under its terms | Stored by the vendor under its contract | Stored by the vendor under its terms | Held by the factor under your contract | Held by the bookkeeper | In your office | The audit tool ignores personal columns (driver, phone, email, SSN, CDL) and does not store them. Calculators run in your browser. No logins asked. Read the privacy policy. |
| Process tracking | NoDoes not follow a claim | YesLoads, invoices, documents | PartlyLoads booked on it | PartlyInvoices it funds | PartlyWhat you hand over | PartlyDispatch tasks | YesOpen list of missing documents, weekly past-30-day list by broker (back-office service) |
| Who is accountable | No one | SharedVendor for the system, you for decisions | SharedVendor for the feed, you for decisions | ContractAs written in your agreement | A personAs agreed | An employeeYou manage them | Written scopeBefore paid work. See the terms. No recovery guarantee |
| Cost of an error | Yours, found late | Yours | Yours | Yours, often at settlement | Yours | Yours | Findings with no proof stay "evidence needed" and are not sent |
| Getting started | Minutes, paste and ask | Onboarding and data import | Sign-up | Account approval and onboarding | Finding and hiring someone | Hiring and training | A CSV of up to 20 loads, no logins. We do not promise a turnaround on the site. |
Where others are the better tool: dispatch and booking (TMS, dispatcher), finding loads (load board), cash now (factor), tax and payroll (bookkeeper). We sit beside those, not instead of them.
See it before you send anything
Look first. Enter your own data second.
Example pages use invented data and say so on the page. Amounts there are scenarios, never promises.
Example report
One page: findings, each with its formula, the document that proves it, and the three money numbers apart.
See an example reportDashboard preview
How findings, open claims and the weekly list look once they are in one place.
Open the dashboard previewYour own loads
Send up to 20. You get the same kind of page, built from your numbers.
Get my free auditWhat AI cannot do for you
- Call the broker. Someone has to hold the line on a $100 gap and say what the rate confirmation says.
- Produce the proof. It can describe a signed BOL. It cannot be one.
- Know your numbers. It only knows what you paste, and it cannot tell that a pasted figure is wrong.
- Keep the dates. Nothing in a chat reminds you that an invoice crossed 30 days last Tuesday.
- Answer for the result. If the claim is wrong, the chat does not call back.
What we also cannot do
We do not dispatch, book loads, set rates or buy invoices. We do not promise a recovery. Amounts shown anywhere on this site are scenarios from invented data, never guarantees.
The path an owner takes
Your time
What is your hour worth on reconciliation?
Reconciliation here means matching the rate confirmation, the signed BOL or POD, the invoice and the payment, load by load. Enter your own numbers. It runs in your browser.
Cost of doing it yourself
- Hours a month
- Hours a year
- Value of that time, per year
Formula: loads x minutes / 60 = hours a month. Hours a month x 12 x your hourly value = value per year. Example numbers are invented placeholders. This counts time only, not money left unbilled; the free audit looks at that.
We have no public price list yet. The first audit is free, and anything after it is scoped and priced in writing first. See pricing.
Questions
Can I just paste my invoices into an AI chat?
For learning a term or drafting a message, yes. Remove driver names and other personal data first, and read the provider's terms on what it does with what you paste. For a number you will send to a broker, you still need the rate confirmation, the signed paperwork and someone to check the match.
Is the audit done by AI?
The audit calculation is fixed code, not a chat: the same file gives the same numbers and each number shows its formula. You approve every claim before it is sent.
Why pay for help if a chat is free?
The audit is free. Paid work is only for the tasks you choose to hand over, such as claims prepared from documents or weekly follow-up, and it is scoped and priced in writing first. The calculator above shows what your own time on this is worth.
Are the comparison categories real products?
They are categories, not named products. We describe how each is usually built and sold, and we have not tested every product in them. Ask any vendor the same nine questions.
Do you replace my TMS, factor or bookkeeper?
No. We do not dispatch, book loads, set rates, buy invoices or keep your books. We work from the documents and exports you already have.
Is there a guarantee?
No. Recovery amounts shown on this site are scenarios from invented data, never promises of what you would get.
See what your last 20 loads show.
One short form. We reply by email with the next step, and a one-page report follows. Free, no obligation.
Mon-Fri, 9:00 a.m.-5:00 p.m. Eastern Time (Raleigh, NC). Voicemail is answered the next business day.