The Base Case: When Everything Matches
At the heart of freight payment processing, we have what we call the base case. This is the smoothest scenario, where the three key documents—invoice, bill of lading (BOL), and proof of delivery (POD)—all match. When that happens, our first AI agent can handle the entire process end-to-end, automatically approving and processing the payment without any human intervention. No need for manual reviews, no delays—just fast and seamless execution.
But let’s be real: that’s not how things always work.
Handling Exceptions: Where AI Agents Really Shine
As soon as something doesn’t match—say, a document is missing or there’s an extra charge—our system knows it needs extra attention. And that’s where our specialized AI exception-handling agents come in.
Instead of having one AI trying to manage all possible scenarios (which would be like expecting one person to be an expert in everything), we deploy multiple AI agents, each trained to handle specific types of exceptions based on customer Standard Operating Procedures (SOPs).
Here’s how it works:
1. Missing Document? No Problem.
Sometimes, the invoice arrives, but the proof of delivery is nowhere to be found. Instead of putting the whole payment on hold, our Missing Document AI Agent kicks into action. It follows the customer’s SOP—maybe that means checking an internal system for the missing document, reaching out to the carrier, or even triggering a request for human validation.
2. Extra Charge? Let’s Verify It.
Extra charges happen all the time—accessorial fees, detention charges, fuel surcharges, you name it. But how do we know if they’re valid? Enter our Extra Charge AI Agent. This agent checks the charge against the customer’s contract, historical data, and business rules. If it’s valid, it gets approved. If something looks off, it’s flagged for review.
3. Rate Discrepancy? Let’s Sort It Out.
What if the carrier's invoice doesn’t match the rate that was initially agreed upon? That’s where the Rate Discrepancy AI Agent comes in. This agent cross-references the agreed rates, applies customer-specific rules, and determines whether an adjustment is needed—or if a dispute should be triggered.
4. Duplicate Invoice? We Catch It.
Duplicate invoices can cause unnecessary headaches and extra costs. Our Duplicate Invoice AI Agent scans for patterns, compares with previous transactions, and ensures we don’t pay for the same shipment twice.
Why This Matters for Our Customers
The real value of Mentium AI Agents comes down to efficiency, accuracy, and cost savings:
- Faster Processing: Instead of waiting for human review, our AI agents handle most exceptions in real time, keeping payments moving smoothly.
- Reduced Errors: AI doesn’t get tired or overlook details, ensuring exceptions are handled consistently and correctly.
- Customizable to Your Needs: Every customer has their own SOPs, and our AI agents follow them to the letter, making sure exceptions are handled the way our customers want them to be.
- Lower Operational Costs: By automating exception handling, we reduce the need for manual intervention, freeing up teams to focus on higher-value tasks.
Final Thoughts
Freight payments don’t have to be a source of frustration. With Mentium AI Agents, our customers get a smart, adaptable system that ensures payments are processed accurately—even when exceptions arise. Whether it’s a missing document, an unexpected charge, or a rate discrepancy, we have an AI agent that knows exactly what to do.
Feel free to reach out for a demo and free trial—We'd love to show you how it works! aziz@mentium.io.
Linkedin: Aziz Satarov
