For fleets and carriers paying repair shops, tire dealers and fuel networks every month
Trucking Company Accounts Payable Automation Software
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A trucking company buys from repair shops, tire dealers, parts counters, fuel networks and insurers all month, and the invoices land in one inbox as PDFs and phone photos. AutoPayables reads each supplier invoice, lets you code every line to a truck, trailer or terminal, flags the same invoice arriving twice, holds bills above your threshold for approval, and exports approved bills to QuickBooks Online, Xero, NetSuite or Sage. It handles accounts payable only. It does not replace your TMS, dispatch or driver settlements.
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Duplicate checks run on every invoice before approval
Line
Level at which each charge is coded, so one invoice can split across units
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Ledger export layouts: QuickBooks Online, Xero, NetSuite, Sage
$49
Per month for 200 invoices, one price for the whole account
Accounting sync
What fleet accounts payable needs from software
The parts of the job that keep your bookkeeper keying shop tickets instead of watching cash.
Capture from email or upload
Shops email PDFs, drivers photograph tickets and vendors send statements. Vendor, invoice number, dates, tax, totals and line items are read into a draft bill with a confidence score, so the reviewer checks only what looks off.
Line-level coding by unit
A repair invoice that covers brakes on one tractor and tires on two trailers can be split by line, each to its own unit or class. Fuel and permit charges are coded once to the right expense account.
Duplicate invoice checks
Every bill is compared by file content, by vendor plus invoice number, and by vendor plus amount plus date. The emailed invoice and the month-end statement copy do not both get paid.
Approval above a threshold
Bills over the amount you set wait for the owner or fleet manager, logged with approver and timestamp. It is one threshold for the account, not a routing tree per terminal.
1099 vendor tracking
Owner-operators, haulers and other contractors often need a 1099. Flag them, keep the TIN on the vendor record and export a 1099-NEC CSV at year end.
Coded bills to your ledger
Approved bills export in the import layout your accounting system reads, so your accountant loads one batch instead of retyping each bill.
How a fleet AP week runs here
From a forwarded shop invoice to a batch in your books.
Set up accounts, units and classes
Add the expense accounts and the truck, trailer or terminal names you track, so coding is a pick, not a typing job.
Point vendors at one address
Shops, dealers and suppliers email invoices to your AutoPayables address, or the office forwards what drivers bring in.
Review flags and code lines
Duplicate checks run on their own. You correct low-confidence fields and assign each line to its unit.
Approve and export
The owner approves bills above your threshold, then you export the batch to QuickBooks Online, Xero, NetSuite or Sage.
Where AutoPayables fits a carrier, and where it does not
An honest read, so you buy the right shape of tool.
Look at a TMS or fleet suite for
- Dispatch, load planning, rating and customer invoicing
- Driver settlements, payroll and escrow
- Fuel card programs and fuel tax reporting
- Retyping every shop, tire and parts invoice from a shared inbox
What AutoPayables does today
- Vendor invoices only. Loads and customer billing stay in your TMS
- Not covered. Owner-operator bills can be coded and tracked for 1099
- Fuel invoices are read and coded. Tax reporting stays in your fuel tax software
- Invoices read into coded draft bills, reviewed by one person, exported as a batch
Who runs AP this way
Carriers who want clean coded bills for every unit without a new operations platform.
Regional fleets on QuickBooks
An owner or part-time bookkeeper who loses days each month keying repair, tire and parts invoices.
Carriers with several terminals
Teams that need each terminal's shop and fuel bills coded to the right location before month end.
Owners preparing for a lender or insurer review
Companies that need an approval trail and consistent coding before the bank asks for clean books.
Outsourced bookkeepers serving transportation clients
Staff who want an import-ready batch per client instead of a pile of forwarded PDFs.
Why trucking payables are never quiet
A fleet of twenty tractors does not buy from one supplier. It buys from a dealer parts counter, two tire shops, a roadside repair network, an insurance broker, a fuel network, a scale and permit service and a handful of owner-operators. A single week can produce 60 invoices in five formats, and many arrive as phone photos from a driver or a scanned shop ticket. The bookkeeper retypes them at the end of the month and hopes nothing was missed.
The cost is not only time. A repair invoice coded to the wrong unit makes your cost per mile look better or worse than it is. A tire shop invoice paid twice, once from the email and once from the statement, is cash you may never see again. Late fees from a parts supplier on a credit account add up quietly.
What the software does for a fleet
AutoPayables reads each supplier invoice into a draft bill, then lets one person review only what looks wrong. Every line can go to a truck, trailer, terminal or class. The duplicate check runs before approval. Bills above a dollar threshold wait for the owner or fleet manager, with the approver and timestamp saved. Approved bills export in the import layout for QuickBooks Online, Xero, NetSuite or Sage, so the accountant loads one batch.
Owner-operators, haulers and 1099 vendors
If you pay owner-operators, lease-on drivers or other haulers as independent contractors, they often need a 1099-NEC. Flag the vendor, keep the TIN on its record and export a 1099 CSV at year end. Driver settlements and escrow stay in your settlement software.
What stays out of scope
This is accounts payable. It does not dispatch loads, rate shipments, bill customers, run driver payroll or file fuel tax returns. Companies that want one platform for all of that should look at a transportation management suite and connect AutoPayables only if the AP side is still manual.
A realistic first month
Most fleets start by forwarding the previous month's repair, tire, parts and fuel invoices to the AutoPayables address and comparing the coded batch to what the bookkeeper entered by hand. If the draft bills match, point the suppliers at the new address. Keep the list of units and expense accounts short and consistent before you start, because the software will faithfully send whatever structure you give it into the ledger.
Frequently asked questions
It depends on scope. Fleet and TMS platforms cover dispatch, fuel cards and settlements. If you mainly need repair shop, tire, parts, fuel and insurance invoices read, coded by truck or terminal, approved and exported to QuickBooks, Xero or NetSuite, a general AP tool such as AutoPayables does that at a flat published price.
Send them to one invoice email address or upload them. Vendor, invoice number, dates, tax and line items are read into a draft bill, each line is coded to a truck, terminal or expense account, and the approved batch exports to your ledger. Only low-confidence fields need a human look.
Yes. Coding happens at the line level, so a shop invoice covering a brake job on one tractor and tires on two trailers can be split across three units or classes. You pick the unit from your own list instead of typing it each time.
Every bill is compared by file content, by vendor plus invoice number and by vendor plus amount plus date. The emailed invoice and the statement copy a shop sends at month end are flagged before approval, so only one gets paid.
No. It handles vendor invoices payable. Dispatch, load billing, driver pay and fuel tax reporting stay in your transportation software. AutoPayables feeds coded vendor bills into QuickBooks, Xero, NetSuite or Sage.
AutoPayables is $49 a month for 200 invoices or $149 a month for unlimited invoices, one price for the account. You can try the first 20 invoices before you pay, with no sales call.
Stop keying shop and tire invoices by hand
Try AutoPayables on a real month of invoices from your repair shops and suppliers and see the coded batch before you commit.