Custom software development for settling freight files
Appfront builds software for the office side of the freight file: the expected costs and revenue per shipment, supplier invoices from shipping lines, airlines, carriers and customs agents checked against the file, client invoicing, the margin per file, and closing the file once everything is in. We describe the file in day-to-day operations on the app page; this page is about settlement in the office.
What is freight file settlement software?
A freight forwarder arranges transport and formalities for each shipment, and buys the services for it from shipping lines, airlines, carriers, terminals and customs agents. The client receives an invoice, and the difference between cost and sales price is the margin. Only once all supplier invoices are in is it clear what a file has earned. Freight file settlement software keeps track of this for each shipment.
In many forwarding companies, supplier invoices arrive weeks after the shipment. Whoever checks them first has to look up the file and the agreement. A surcharge or demurrage is not charged on to the client. A file is closed while an invoice is still on its way. And the margin per client or lane only becomes known at the end of the year, when someone works it out.
We build custom software because settlement has to fit your work: which freight or transport system you use, how you record purchasing, which costs you pass on, which currency you work in, and how your accounts are set up. The file in operations, with documents and milestones, can stay in your existing system or in a dedicated app.
Costs and revenue per shipment
The expected costs and revenue per file, updated as invoices arrive.
Supplier invoices checked
Supplier invoices linked to the file and checked against the expectation, with discrepancies flagged for review.
Margin before closing
The margin per file, client and lane, and a file that only closes once everything is in.
How we build your freight file settlement software
We start with your files: how you record purchasing, how invoices come in, what you charge on, and where margin leaks away.
Your freight or transport system, purchasing, invoicing, currency and accounts.
Expected costs per file, with supplier invoices linked and checked.
Client invoicing with recharged costs, and the margin per file.
Closing files, reporting per client and lane, and ongoing management.
What freight file settlement software actually does
The components below come up at almost every forwarder. Which ones you need depends on your type of cargo.
Costs per file
Expected costs and revenue per shipment.
Purchase invoices
Invoices from shipping lines, carriers and agents against the file.
Validation
Differences between invoice and expectation flagged for review.
Recharging
Surcharges and extra costs recharged to the client.
Margin
Margin per file, client and lane.
Closing
A file closes once all invoices are in.
Who we build freight file settlement software for
The software is intended for forwarders where settlement per file is currently done by hand.
Sea freight forwarders
Many parties per shipment. Supplier invoices are the core.
Air freight forwarders
Fast shipments with surcharges. Recharging matters most.
Customs brokers
Duties and costs on behalf of clients. Checking per file is what is needed.
Road groupage
Many small shipments. Margin per lane is the core.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
This page is about settling freight files in the office. For the file in operations, see our page on a freight file app; for customs, our page on automating customs clearance; and for transport management, our page on a custom TMS. You can read about our approach under software development.
Why choose Appfront for your freight file settlement software?
A surcharge that isn't recharged is margin lost. That's where we start: every purchase invoice matched to the file, deviations flagged, and a margin known before the file is closed.
No margin slipping away
Deviations and surcharges are flagged and recharged.
Less searching
A purchase invoice lands on the right file.
Margin on time
Per file, customer and route, not just at year end.
Security and privacy in freight file settlement software
The software holds data on customers, shipments, purchase prices and margins, which is confidential business information. Access is set up by role: operations see the file, while finance sees the invoices and the margin.
The software runs in a European data centre or in your own environment, with encrypted storage, daily back-ups and two-factor sign-in.
Frequently asked questions about freight file settlement software
Questions freight forwarders ask before getting started with this.
It tracks expected costs and revenues for each shipment, links supplier invoices to the file and checks them, recharges costs to the customer, shows the margin per file, and closes the file once everything is in.
That app is for operations: documents, milestones and messages per shipment. This software is for settlement at the office: costs, purchase invoices, invoicing and margin. The two can work together, using the same file number.
Through the file number, the shipment reference or the bill of lading number on the invoice. Anything that cannot be linked automatically is set aside for review.
Yes. Costs and revenues in other currencies are converted at the exchange rate you set, so the margin per file is accurate.
Yes. A purchase invoice that differs from the expectation, for example due to demurrage or a surcharge, is placed up for review, with the option to recharge it to the customer.
Yes. Customer invoices and approved purchase invoices go to your accounting system, with the file as the reference.
Check that first. Many freight systems include a financial module, and it may be enough if it works well. Custom development makes sense if checking purchase invoices or margin per route is missing, or if you use several systems.
Want to know what each shipment has delivered?
Tell us how many files you settle per month, how purchase invoices arrive and which systems you use. We'll show you what costs, checks and margin look like per file.