Back Office for Freight Forwarders
Freight bill audit, customs and ISF documentation, bill of lading handling and AP/AR — run by a dedicated team inside your own system. Ocean, air, rail and road.
Freight forwarding back office outsourcing
The paperwork behind every shipment
Moving cargo is the visible part. Behind it sits customs documentation that has to be filed correctly, carrier invoices that have to be checked against what was actually agreed, bills of lading and PODs that have to be matched to the right shipment, and customer invoices that have to go out and get collected.
Infinity IPS runs that work for freight forwarders — as a dedicated team operating inside your existing TMS, so nothing changes for your customers and there is no migration. We have supported logistics operations since 1998.
Why forwarders work with us
Built around how forwarding actually runs.
Not a generic back office team learning your industry on your time.
- Ocean, air, TL, LTL and rail documentation across all trade lanes
- Teams working daily in CargoWise, Magaya, Descartes and SAP TM
- ISF filing, customs paperwork and compliance handling
- Freight bill audit covering accessorials, detention and demurrage
- Coverage across time zones from seven processing centers
Accounts payable
Carrier invoices, checked line by line.
Freight billing errors are easy to miss and expensive to leave. We audit every carrier invoice against the rate agreement and the confirmation, flag what does not match, and pursue it through to credit. Part of our freight accounts payable outsourcing.
Freight bill audit
Every mode, every charge, against what was contracted.
- Ocean, air, TL, LTL and rail freight bill audit
- Accessorial charge validation against the agreed schedule
- Detention, demurrage and per diem verification
- General ledger coding and ERP posting
Dispute resolution
We raise it, document it, and follow it to a credit.
- Carrier dispute correspondence handled end to end
- Discrepancy documented against the rate agreement
- Approved-charge confirmation before payment release
- Open dispute tracking with full visibility to you
Payment processing
Carrier payments run on schedule, with an audit trail.
- Payment run preparation and approval routing
- Remittance advice and carrier statement reconciliation
- Multi-currency settlement across trade lanes
- Exception handling and escalation
Accounts receivable
Invoiced accurately. Collected on time.
Every shipment invoice checked against the customer contract before it goes out, then followed up on a structured cycle until it is paid. Part of our freight receivable management service.
Invoice creation
Right rate, right charges, right documentation attached.
- Rate verification against customer contracts and lane pricing
- Fuel surcharge and accessorial billing
- BOL and POD validation before issue
- Multi-currency invoice generation
Payment reconciliation
Short payments and part settlements tracked, not written off.
- Split payment and partial settlement matching
- Invoice-to-payment reconciliation
- Discrepancy identification and resolution
- AR aging reports and cash flow visibility
Collections
A structured cycle rather than ad hoc chasing.
- 30/60/90-day structured follow-up
- Escalation workflow for overdue accounts
- Customer communication and dispute handling
- DSO tracking and reporting
Operations support
Documentation, filed correctly, first time.
The documentation load is where forwarding backlogs build. Our teams handle it as part of your operation, through our logistics back office services.
- ISF filing and customs declaration preparation
- Bill of lading issuance and POD management
- Cargo insurance documentation
- Shipment tracking, milestone updates and exception flagging
- Warehousing and delivery coordination
- Inbound customer email and status enquiry handling
Also available to forwarders
Four more functions, on the same model.
Each runs as a dedicated team inside your systems.
Lead Generation
Prospect database building, email campaigns, cold calling and conference appointment setting for freight sales teams.
Lead generation servicesFreight Data Analytics
Lane cost analysis, carrier scorecards, transit variance and rate benchmarking from your own TMS and ERP data.
Freight analyticsAPI / BOT / Automation
Integrations and bots that remove manual re-keying between carrier portals, your TMS and your accounting system.
Automation servicesCyber Security
Threat monitoring, access control and data protection for shipment and financial records.
Cyber securityPlatform expertise
We already work in the systems you use.
No migration, no learning curve on your time, no change to how your customers experience you.
Common questions
Freight forwarding back office, answered.
What does a freight forwarding back office actually cover?
Documentation, shipment updates, invoicing, tracking, rate management, customer support and accounting. For forwarders specifically it usually means ISF filing, customs paperwork, bill of lading and POD handling, carrier invoice audit, and receivable collections.
Can I outsource freight forwarding documentation?
Yes. Our teams handle customs declarations, bills of lading, PODs, cargo insurance documentation and shipping paperwork for ocean, air, rail and road movements — working inside your own system, so nothing changes for your customers.
What is a freight bill audit?
A line-by-line check of carrier invoices against contracted rates and confirmations. It catches duplicate billing, rate discrepancies, incorrect fuel surcharges, and accessorial charges applied outside the agreed schedule — including detention, demurrage and per diem.
Do you work inside our existing TMS?
Yes. Our teams operate daily in CargoWise, Magaya, Descartes, CargoSmart, Freightos, SAP TM, Oracle TMS, MercuryGate, Blue Yonder and Kinaxis. You do not migrate systems.
Which tasks do freight forwarders most commonly outsource?
Shipment tracking and status updates, customs and ISF documentation, carrier invoice audit, customer invoicing, and receivable follow-up. These are high-volume, rules-based tasks where a dedicated team removes backlog without adding headcount.
How do you handle accessorial and demurrage disputes?
We document the discrepancy against the rate agreement, raise it with the carrier, and track it through to credit or resolution. You keep visibility of every open dispute and we handle the correspondence.
Backlogs, billing errors, or headcount you cannot add?
Tell us where your forwarding operation is under pressure and we will tell you honestly whether we are the right fit — including if we are not.