InvoicePilot · by Worksub

In development

Every invoice line checked against the rate card before you pay it.

InvoicePilot will read the invoices your 3PL, freight carriers and vendors send. It will check each line against your rate card or purchase order, cross-check shipment invoices against the packing list and bill of lading, and flag anything that doesn’t match. Once a person approves, the bill goes to QuickBooks or Xero. You pay what you agreed to, and nobody keys the bill in.

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For ecommerce brands with 3PLs, customs brokers, freight forwarders and bookkeepers. From Worksub, the team behind CertPilot and EstoppelPilot.

The problem

Nobody has time to audit every line.

3PL and freight invoices run to dozens of lines: storage, pick and pack, accessorials, surcharges. Each one should match a rate you negotiated. Checking them by hand takes hours, so most get paid as sent.

Small overcharges add up quietly. Then someone keys the whole thing into accounting anyway.

  • Rates drift

    A storage rate creeps up or a surcharge appears, and nobody notices until the quarter closes.

  • Every vendor’s PDF differs

    The same charge has a different name and layout on every carrier’s invoice.

  • Then the data entry

    Even a correct invoice still has to be keyed into QuickBooks or Xero line by line.

How it will work

What InvoicePilot is planned to do

This is the plan, not a shipped product. The waitlist decides what gets built first, and what you tell us shapes it.
  1. 1

    Invoices arrive

    Forward invoices to a dedicated address or upload them. InvoicePilot will read every line from the PDF.

  2. 2

    Lines are checked

    Each charge will be compared with your rate card, contract or PO, and every mismatch flagged with the expected amount.

  3. 3

    You review the exceptions

    Clean invoices queue for one-click approval. Flagged ones show exactly which line is off and by how much.

  4. 4

    Bills go to accounting

    Approved bills are pushed to QuickBooks Online or Xero, with the original PDF attached.

Honest scope

What it will do, what it won’t, and what stays with you

Planned to handle

  • 3PL and fulfillment invoices
  • Freight and parcel invoices
  • Invoice vs packing list vs bill of lading
  • Vendor bills against a PO
  • QuickBooks Online and Xero

Won’t do

  • Pay anyone
  • Dispute charges with vendors for you
  • Change your books without approval

Goes to your team

  • Every flagged mismatch
  • Charges with no matching rate
  • Anything it can’t read

FAQ

Questions about InvoicePilot

What do I need to give it?

Your rate card or contract terms, and access to the inbox or folder your invoices arrive in. That’s the plan for setup.

How is this different from Dext or Bill.com?

Those capture the invoice. InvoicePilot is built to audit it line by line against what you agreed to pay, starting with 3PL and freight, where the rate cards are complex.

Does this exist yet?

Not yet. It’s in development, and teams on the waitlist get access first. Interest from teams like yours determines what we build next.

What happens when I sign up?

Your email goes on the list for this product, and nothing else. We’ll write when there’s something to try, and we might ask you a question or two about how you work today. No newsletter, and we never share your address.

Want InvoicePilot built?

Join the waitlist for early access. We’ll reach out when it’s ready for its first teams.

No newsletter. We never share your address.