Case Study: Automating Invoice Processing with Cargowise Integration
💡 90% of logistics companies still rely on partially manual invoice workflows — leading to delays, human error, and hidden operational costs.
This use case shows how SenseTask helped a global logistics provider fully automate the processing of over 4,000 invoices per month, through a deep integration with Cargowise and Getex.
Before automation, invoices arrived in multiple formats — electronic, scanned, and PDF — often containing complex shipment references and charge codes. Manual allocation of these invoices to the right departments and operators consumed valuable time and introduced costly errors.
SenseTask implemented a fully live, production-grade solution that:
- Extracts and validates invoice data from any format
- Identifies and matches shipping references with Cargowise records
- Automatically allocates costs to the correct departments and operators
- Syncs structured data and documents directly into Cargowise and Getex
The impact:
- Drastic reduction in invoice allocation errors
- Processing speed improved 5× — from hours to just minutes per invoice
- 4,000+ documents/month automated, with a global rollout in progress
Challenges Before Automation
Before SenseTask, the invoice process was heavily reliant on manual effort — especially when working across multiple departments and tools like Cargowise. The main challenges included:
❌ Fragmented Invoice Sources
- Invoices were mostly electronic but came in varied formats (XML, PDF, scan)
- Shipment references were embedded inconsistently across documents
❌ Manual Matching & Allocation
- Operators had to manually search for shipment IDs and references in each invoice
- Allocating charges by department or transport mode (air, sea, road, rail) took hours
❌ High Risk of Errors
- Manual entry increased the risk of incorrect allocations and missed charge codes
- Tiny discrepancies (e.g. 0.001 differences) led to export failures or payment issues
❌ Disconnected Systems
- There was no real-time sync between invoices and the Cargowise TMS
- Exporting to Getex was an extra manual step, delaying document archiving
The SenseTask Solution
To eliminate manual effort and ensure seamless Cargowise integration, SenseTask deployed an end-to-end automation solution tailored to the client’s logistics workflows.
✅ Unified Invoice Processing Engine
- Handled primarily electronic invoices, with fallback support for PDFs and scans
- Extracted all relevant data, regardless of format — including Shipment IDs, Charge Codes, and Totals
✅ Smart Shipment Matching
- Cross-referenced shipment references from invoices with Cargowise records
- Validated invoice lines by comparing estimates vs. actuals, using Shipment ID, Charge Code, and Value
✅ Automated Allocation Logic
- Assigned invoices to the correct transport mode (SEA, AIR, RAIL, ROAD) and internal operator
- Mapped costs to the appropriate cost centers — fully automated with zero manual input
✅ Cargowise & Getex Integration
- Exported both structured data and documents to Cargowise and Getex in real-time
- Kept client records, shipment details, and costs synchronized across systems
✅ Bulletproof Validation
- Built-in logic to validate and match totals — even correcting minor discrepancies (e.g. 0.001 differences)
- Reduced export failures and eliminated invoice allocation errors
Results & Business Impact
The SenseTask implementation replaced a fragmented, manual process with a fully automated, production-grade solution — delivering immediate, measurable impact.
📈 5× Faster Invoice Processing
- Processing time dropped from hours to under 10 minutes per invoice
- No more manual reference lookups or cost allocation by operators
🧠 100% Automated Invoice Allocation
- Invoices are now automatically allocated to the correct transport mode, operator, and cost center
- Human intervention is no longer required for standard processing
🔒 Zero Allocation Errors
- Eliminated mismatches between invoice lines and Cargowise shipment data
- Custom validation logic ensures 100% accuracy before export to Cargowise and Getex
🌍 4,000+ Invoices/Month, Fully Automated
- The solution is live across all departments — SEA, AIR, ROAD, and RAIL
- The client now plans to extend automation to transport document collections, including waybills, delivery notes, and more
⏱ 100+ Hours Saved Monthly
- Finance and operations teams now focus on high-value work, not manual data entry
- Time savings translate into significant efficiency gains and cost reduction
How SenseTask Automates Invoice Processing in Cargowise
SenseTask integrates directly with your Cargowise environment, transforming invoice processing into a fully automated workflow. Here’s how it works:
1. Invoice Ingestion
SenseTask receives invoices in multiple formats — e-invoices, PDFs, or scans — via email, API, or direct upload.
2. Data Extraction & Validation
The platform automatically extracts:
- Shipment IDs and references
- Charge codes and values
- Department indicators and totals
It then validates them against data from Cargowise — catching mismatches early.
3. Smart Allocation
Using business rules and context from the shipment, SenseTask:
- Assigns invoices to the correct department (SEA, AIR, ROAD, RAIL)
- Maps costs to the right operator and cost center
- Flags any anomalies for optional review
4. System Sync & Export
Once validated, structured data and invoice documents are:
- Synchronized with Cargowise (via API)
- Archived in Getex or your DMS of choice
- Made available for downstream systems (ERP, accounting, etc.)
5. Continuous Learning
SenseTask continuously learns from operator feedback and data patterns — improving precision across high-volume workflows.
Why Cargowise Users Choose SenseTask
Cargowise is a powerful TMS, but processing documents around it — especially invoices — often involves time-consuming manual work. That’s where SenseTask fits in.
🚀 Purpose-Built for Logistics Automation
SenseTask was designed with freight forwarding and transport in mind — from invoice handling to future support for waybills, PODs, and transport collections.
🔗 Seamless Integration with Cargowise
Our platform connects directly to Cargowise via API, syncing references, clients, shipments, costs, and document exports with zero manual input.
🧠 AI-Powered Matching & Validation
From matching shipment IDs to validating charges line-by-line, SenseTask’s automation engine ensures data accuracy and allocation precision — no templates required.
🔒 Enterprise-Ready & Scalable
SenseTask supports multi-department workflows (SEA, AIR, ROAD, RAIL) with RBAC, audit trails, and full version control, ready for global rollouts.
Conclusion
Automating invoice processing with Cargowise isn’t just about speed — it’s about accuracy, scalability, and freeing your team from repetitive work.
With SenseTask, our client transformed a time-consuming, error-prone workflow into a fully automated invoice engine, now processing 4,000+ documents per month with zero manual allocation.
And this is just the beginning — the same automation engine is now being extended to transport document collections, unlocking even greater efficiency across the logistics chain.
🚀 Ready to see how it works?