Freight AP Specialists — Built for Forwarders

Move Freight.
Control Spend.

Small freight forwarders shouldn't need a full-time AP department. Obsidian is your back-office partner — we handle the process, clean up the exceptions, and protect your margin from charge leakage so you can stay focused on moving freight.

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Obsidian Freight Solutions
100%
Freight Industry Focus
LTL
Billing Expertise
AP
End-to-End Managed
0
Manual Reconciliation
The Problem

Sound Familiar?

✗ Issue 01
Hours Lost to Manual Matching
Your team spends hours every billing cycle manually comparing vendor statements against your own records — tedious, error-prone work that pulls people away from what actually matters.
✗ Issue 02
Exception Chaos
Reweighs, reclasses, accessorial disputes — they pile up with no organized way to track, communicate, or resolve them with carriers. Disputed bills sit unworked for weeks.
✗ Issue 03
No Visibility Across the Team
Your operations team doesn't know which bills are disputed or why. Vendors call asking about payment and nobody has a clear answer. Everything lives in someone's head or a spreadsheet nobody else understands.
✗ Issue 04
No Freight AP Expertise
General bookkeepers don't understand carrier billing. They can't dispute a reweigh or catch a misclassification. You need someone who knows how freight invoices actually work — not someone learning on your dime.
Our Plans

Built Around How You Operate

We learn your structure, your vendors, your requirements, and conform to your operation — not the other way around. Two plans designed around where you need the most help, priced to reflect the actual work involved.

One-Time Setup Fee
Onboarding & Workflow Build — $500
Covers system access setup, vendor mapping, remittance configuration, portal onboarding, and your first full cycle walkthrough. Required on all new accounts.
Plan 01
Obsidian Basic

AP process support and clean payment readiness. You own the exceptions — we own the process. Reconciliation, payment prep, remittances, and a structured exception queue packaged and ready in your portal every cycle.

Ideal for freight forwarders that want organized AP processing and a cleaner workflow without the overhead of full-time AP staff.
Every Basic Client Gets
  • Vendor statement reconciliation every cycle
  • Approved bill package ready for payment
  • Payment export in your required format
  • Remittance documentation per your vendor requirements
  • Structured exception queue returned to your team
  • Portal access — reports and exports available anytime, notification when ready
  • Vendor payment terms and frequency managed to your specs
  • Accessorial passthrough flagging — liftgate, detention, and unquoted charges identified for customer billing
  • Onboarding to learn your systems, workflow, and requirements
Monthly Pricing — By Statement Volume
STATEMENTS/MONTH MONTHLY RANGE
Up to 10 statements $450 – $650
Up to 25 statements $850 – $1,200
Up to 50 statements $1,450 – $2,000
Up to 100 statements $2,300 – $3,200
Cadence Premiums
Biweekly processing — +35% above monthly base
Weekly processing — +75% above monthly base
Plan 02
RECOMMENDED
Obsidian Pro

Active exception review and freight audit support. Everything in Basic, plus we work directly in your systems — reviewing every exception, providing clear accept or dispute recommendations, and identifying charge leakage before it hits your bottom line.

Ideal for freight forwarders that want active audit support and help protecting margin from billing errors and unrecovered accessorial charges.
Everything in Basic, Plus
  • Read-only access to your accounting system and carrier portals
  • Full exception review every cycle — no queue returned unworked
  • Accept or dispute recommendation on every flagged bill with clear reasoning
  • Accessorial validation — liftgate, detention, redelivery, and all unquoted charges reviewed for accuracy and passthrough documentation
  • Reweigh and reclass review with carrier rate verification support
  • Structured action items for your team — targeted requests only, no digging
  • Faster resolution and more savings opportunities through proactive audit
  • Your team makes the final call — we do the thinking
Monthly Pricing — By Statement Volume
STATEMENTS/MONTH MONTHLY RANGE
Up to 10 statements $900 – $1,250
Up to 25 statements $1,650 – $2,350
Up to 50 statements $2,800 – $4,000
Up to 100 statements $4,500 – $6,500
Cadence Premiums
Biweekly processing — +35% above monthly base
Weekly processing — +75% above monthly base
How Pricing Is Determined

Pricing is offered as a range to account for statement volume, cadence, exception intensity, and operational complexity. Final pricing lands within the range based on your statement volume, exception rate, number of vendors and carriers, accessorial complexity, and required turnaround speed. Accounts with more frequent exceptions, accessorial review needs, or active dispute support will be priced toward the higher end of the range.

Not sure which plan fits? Book a free 15-minute call and we'll figure it out together. Volume over 100 statements/month? Custom pricing available.

How It Works

Simple. Structured. Delivered.

01
We Learn Your Operation
Every client is different. We start by understanding your vendors, your payment terms, your remittance requirements, and your preferred export formats. We conform to how you work.
02
We Reconcile Everything
We process your vendor statements every cycle — matching, approving, and flagging. Payment export and remittances are packaged in your format and ready in your portal.
03
You Get Notified
When your cycle is complete you receive a notification. Log into your portal and pull whatever you need — payment exports, remittances, exception queues — on your schedule.
04
Exceptions Are Handled
Basic clients receive a structured exception queue ready for their team to work. Pro clients receive our full analysis — accept, dispute, or pass through — with reasoning on every line.
What You Receive

A Clear Picture Every Cycle

Every delivery includes two things — a reconciliation summary showing exactly where every bill stands, and a detailed exception queue your team can act on immediately.

AP Reconciliation Summary
Cycle: Week ending Apr 04, 2026  |  Prepared by Obsidian Freight Solutions
$84,220
Approved
$12,440
In Dispute
$3,180
On Hold
Vendor Reconciliation Overview
VENDOR BILLS MATCHED EXCEPTIONS STATUS
Estes Express Lines 42 38 4 READY
Old Dominion Freight 67 54 13 IN REVIEW
XPO Logistics 38 38 0 READY
Southeastern Freight 29 21 8 ON HOLD
AAA Cooper Transport 21 21 0 READY
Exception Detail — Sample
Old Dominion — PRO #4821093
REWEIGH DISPUTE
Billed weight: 1,840 lbs  |  Original BOL weight: 1,620 lbs  |  Variance: 220 lbs
Carrier applied reweigh surcharge of $94.20. Recommend disputing — shipper weight supported by certified scale ticket on file.
Southeastern Freight — PRO #7734412
CLASS MISMATCH
Billed class: 100  |  BOL class: 85  |  Overcharge: $212.00
Carrier reclassified based on density inspection. Density calculation does not support class 100 at shipment dimensions. On hold pending ops team confirmation of piece count.

* Sample report — all data fictitious for illustration purposes

Who We Are

Freight AP. That's All We Do.

Obsidian Freight Solutions was built by a professional accountant with 12 years of hands-on experience in the freight forwarding industry — managing AP, auditing freight bills, and running reconciliation for a multi-million dollar freight operation from the ground up.

That means we understand how freight invoices actually work. We've audited thousands of LTL bills — caught reweigh errors, challenged misclassifications, recovered unquoted accessorial charges, and identified passthrough opportunities that saved real money. We didn't learn freight billing from a textbook. We lived it daily.

We built our own proprietary process to handle reconciliation and audit work faster and more accurately than traditional manual methods. You get freight bill auditing expertise without hiring a full-time specialist.

◆
12 Years Freight Industry Experience Hands-on AP management and freight bill auditing for major forwarding operations
◆
All Major Domestic LTL Carriers Estes Express, Old Dominion, Southeastern Freight Lines, XPO, AAA Cooper and more
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Platform Flexible QuickBooks primary — we also work with exports from any accounting system
◆
Deliverable Based You get results on a schedule, not billable hours
vendor_statements.pdf LOADED
quickbooks_export.csv LOADED
running reconciliation... DONE
bills matched 247 / 312
exceptions flagged 65 items
reweigh disputes 12 carriers
approved for payment $84,220.00
exception report PENDING REVIEW
summary delivered ✓ COMPLETE
Get Started

Let's Talk About Your AP

Tell us a little about your operation and we'll reach out within 24 hours to schedule a free 15-minute call.

Prefer email? Reach Tim directly at tim@obsidianfreightsolutions.com