Invoice Audit & Reconciliation
Carrier invoice import, reconciliation, refund claims, and spend analytics.
Understanding Shipping Cost Differences
If you notice a difference between the rate you expected and the amount on your carrier invoice, here are the most common reasons. Dimensional (DIM) weight pricing Carriers charge based on whichever is greater: the actual weight or the dimensional weight. Dimensional weight is calculated from your package dimensions. If your package is large but light, the DIM weight may be higher than the actual weight, resulting in a higher charge. Residential delivery surcharge Carriers charge extra for deliveries to residential addresses. If an address that looks commercial is classified as residential by the carrier, you will see this surcharge. Address correction surcharge If the address on your label has errors (wrong ZIP code, missing apartment number), the carrier may correct it and charge an address correction fee. Peak and demand surcharges During busy shipping periods (holidays, major sales events), carriers add temporary surcharges on top of standard rates. Zone differences Shipping rates are based on the distance between origin and destination (zones). If the zone calculation differs from what you expected, the rate will differ. What to do Check the shipment details in CommerceShip to see the full cost breakdown including surcharges. If you believe there is an error, contact us through chat with your shipment ID and we will investigate.
How Reconciliation Works
Reconciliation is the process of comparing your carrier invoices against the rates you were quoted when you shipped. This helps you catch overcharges and understand your true shipping costs. What CommerceShip checks - Whether the billed amount matches the quoted rate - Surcharges that were added after the label was created (residential, DIM weight, address correction) - Duplicate charges or billing errors - Refund eligibility for late deliveries or service failures How to use it 1. Import your carrier invoices into CommerceShip. 2. The system compares each invoice line item against your shipment records. 3. Discrepancies are flagged for your review. 4. You can file claims for overcharges or refunds directly from the platform. What to look for Surcharges that appear frequently may indicate data quality issues (bad addresses, incorrect package dimensions) that you can fix upstream. Carrier billing errors are more common than most shippers realize. Regular reconciliation can recover 2-5% of shipping spend. If you have questions about a specific discrepancy, contact us with the shipment ID and invoice reference.
Filing Refund Claims
When CommerceShip detects an overcharge or service failure, you can file a refund claim with the carrier. Common claim types Late delivery: The carrier guaranteed a delivery date and missed it. Many carriers offer refunds for guaranteed service failures. Duplicate charges: The same shipment was billed more than once. Overcharges: The billed amount exceeds what should have been charged based on the shipment details and your contract. Accessorial errors: Surcharges were applied incorrectly (for example, a residential surcharge on a commercial address). How to file a claim 1. Review flagged discrepancies in the reconciliation results. 2. Select the shipments you want to dispute. 3. Submit the claim through CommerceShip. 4. Track claim status and resolution from the platform. We recommend reviewing reconciliation results weekly to catch issues while they are still within carrier claim windows.