Parcel Audit Walkthrough: $517 Found in One Upload, Elena's Story

Elena Ortiz

Owner, Ortiz Packaging Supply

9 employees · ~600 parcels/mo · UPS + FedEx

Monthly parcel spend

About $9,800 across two UPS and two FedEx accounts

Old workflow

Paid the weekly carrier invoices on autopay. Nobody opened them.

Why nobody audited

1,800 invoice lines a month, a 15-day claim window, and no one whose job it was

Cost to try it

$0 up front. 30% of verified savings only. Nothing found, nothing owed.

One month of invoices

From upload to credit, the agents do the leg work

MONDAY, 4 MINUTES

She uploads the invoices her carriers already give her

Elena downloads the month's CSV exports from UPS Billing Center and FedEx Billing Online and drops them into TraxSail. Eight weekly invoices, 612 shipments, 1,847 charge lines. TraxRecovery keeps every raw column, fingerprints each file so a re-upload can never double count, and starts reading.

MONDAY, 4 MINUTES LATER

Seven guaranteed deliveries arrived late. All seven are refundable.

UPS and FedEx guarantee some of their air and express services, not all of them, and the list changes: today UPS guarantees Next Day Air (Early, standard and Saver) and 2nd Day Air A.M., and FedEx guarantees its Overnight services and 2Day A.M. Plain 2nd Day Air and FedEx 2Day are currently suspended. If a guaranteed package is late, the transportation charge is refundable, but only if someone asks within 15 days. TraxRecovery checks which services were guaranteed on each shipment's ship date, then compares the delivery date with the ship date plus the promised business days, skipping weekends and carrier holidays. Seven were late. A $75.14 Next Day Air that landed a day late. An $88.40 Priority Overnight that took two. Total: $486.22.

MONDAY, SAME PASS

Three charges were billed twice

The same tracking number, the same charge, the same amount, on two different lines. A $14.90 Ground charge that appears on two consecutive invoices. Fuel and residential surcharges that rode along with it. Small on their own, and exactly the kind of thing nobody catches at 1,800 lines a month. Total: $31.61.

MONDAY, 9:15 AM

Ten findings, each with its evidence, each with a confidence score

Every finding shows the tracking number, the service, the promised date, the actual date, the exact invoice line and the dollar amount, so Elena can check any one of them in ten seconds. She reviews all ten, then files them one by one in the guided filing session: every field the carrier asks for, ready to copy.

MONDAY, 9:16 AM

Claims filed before the window closes

Elena files each one in the guided session (UPS only takes refund requests in its Billing Center or by phone), pastes back the claim number, and TraxRecovery tracks every claim from there, following up if the carrier goes quiet. The 15-day clock that used to make auditing pointless is now the thing working in her favor: every claim is in days before the deadline, not discovered weeks after it.

TWO WEEKS LATER

Nine credits land on the next invoices. One is denied.

UPS and FedEx credit $492.93 back across the following invoices. One late-delivery claim for $24.90 is denied under a weather exception, and TraxRecovery records the denial and the reason instead of charging for it. Elena is only ever billed on money that actually arrived.

END OF MONTH

The ledger: $492.93 recovered, $147.88 fee, $345.05 kept

One line on her TraxSail invoice, tied to the ten carrier credits it came from. At this pace that is roughly $4,100 a year, from invoices she was already paying in full, for four minutes of uploading a month. Her month predates the dimensional-weight and invalid-surcharge checks, which now run on every file as well.

What Elena saw on her dashboard

Rule	Tracking	Service	What happened	Refund	Confidence	Status
Late delivery	1ZA1B2C3…5678	UPS Next Day Air	Shipped 9/2, due 9/3, delivered 9/4	$75.14	0.90	credited
Late delivery	7946441…0011	FedEx Priority Overnight	Shipped 9/1, due 9/2, delivered 9/3	$88.40	0.90	credited
Late delivery	1ZA1B2C3…2201	UPS 2nd Day Air A.M.	Shipped 9/8, due 9/10, delivered 9/14	$61.90	0.94	credited
Late delivery	7946441…0187	FedEx 2Day A.M.	Shipped 9/9, due 9/11, delivered 9/12	$24.90	0.90	denied, weather
Duplicate charge	1ZA1B2C3…4455	UPS Ground	Transportation billed on two invoices	$14.90	0.95	credited
Duplicate charge	7946441…0022	FedEx Ground	Residential surcharge billed twice	$3.55	0.95	credited
+ 4 more findings · 10 total · $517.83 found · $492.93 credited

Sample data. Tracking numbers are made up.

What's actually happening underneath

Late delivery on guaranteed services

Built

Ship date plus the service's promised business days, weekends and carrier holidays skipped, compared against the delivery date on the invoice or, when the invoice has none, the delivery scan TraxSail already tracks. Refund is the transportation charge. Every finding carries its 15-day claim deadline so nothing is filed too late.

Duplicate charges

Built

Same tracking number, same charge, same amount, billed more than once, inside one invoice or across the month. Discounts and credits are ignored so a legitimate adjustment never gets flagged.

Invalid surcharges, dimensional weight, never-shipped labels, LTL freight bills, supplier invoices, retailer deductions, sales tax, duty drawback, utility bills

Built

Residential surcharges billed to a business receiver, Saturday surcharges on a weekday delivery, additional handling on packages under the size thresholds, and billed weights above both the entered weight and the dimensional weight on the invoice (filed as a re-rate request). Plus labels you paid for but never shipped, proven by the carrier's own tracking through your connected carrier account and refunded in full. Same upload, more rules, no extra step for you. For LTL freight (Old Dominion, XPO, Estes, SAIA, R+L, ABF, FedEx Freight and others): contract discount applied short, fuel surcharge above contract, reweigh or reclass adjustments without a scale ticket or inspection certificate, residential delivery billed to a business, and duplicate PROs, disputed by email inside the 180-day window. For supplier invoices: unit price above the purchase order, more units billed than ordered, and the same invoice entered twice, matched against the POs TraxSail already tracks and disputed with the supplier before you pay. Early-payment discounts paid for in time but not taken. Sales tax charged on goods you buy for resale. And retailer deductions and chargebacks from Walmart, Amazon, Target, Home Depot and the rest: taken twice, over the invoice, or in a disputable category, with the proof each needs and the portal to file in. And duty drawback: goods imported with duty paid and exported unused within five years get 99% of that duty back; we match entries to exports and prepare the packet for your drawback broker. And utility bills: a service period billed twice, a meter misread that doubled a month, tax on an exempt account, a late charge on a bill paid on time, a cheaper rate schedule the account already qualifies for.

The process, start to finish

Six stages. You touch two of them.

This is the exact pipeline TraxRecovery runs, and where a person is involved. We keep this section current as the product is built; a stage marked "you" today may become automatic later, and we will say so here.

1. Capture

Automatic

Your UPS and FedEx invoices reach TraxRecovery three ways: upload the CSV export yourself, point the carrier's invoice email (or a forwarding rule) at your private intake address so attachments are read the moment they arrive, or, for FedEx, turn on electronic invoicing (sFTP) so invoices arrive on their own. For UPS, that means the weekly Billing Center CSV, uploaded or forwarded. Every line is kept as-is, and the same file is never counted twice.

2. Detect

Automatic

Every night the rules run over every line: late guaranteed deliveries, duplicate charges, surcharges that should not apply, and billed weight above the box. Each finding records the evidence, the refundable amount, and a confidence score.

3. Evidence and approval

You

Each finding becomes a claim packet: account, tracking, invoice line, dates, the carrier rule it cites, the deadline. You review each one before it is filed.

4. File

You, guided

The claim is filed with the carrier inside its 15-day window. The Recovery page shows each request as a filing panel: every field the carrier asks for with a one-click copy, the deadline, and a box for the claim number once you have submitted it. UPS accepts refund requests only through its Billing Center or by phone, one at a time, and FedEx claims are filed on its billing site, so both are filed from this guided session; it takes about a minute each. Forward the carrier's replies to your intake address and the claim status updates automatically.

5. Follow up and escalate

Automatic

Carrier replies forwarded to your intake address are read by AI and classified: approved, denied, needs more information, and the claim status updates. A denial with strong evidence is re-filed once with counter-evidence; repeated denials are flagged to you with the reason.

6. Reconcile and bill

Automatic

When the credit appears on a later invoice you upload, the matcher finds it by tracking number and writes it to your ledger: gross credit, 30% fee, net you kept, with the invoice line it came from. You can also enter a credit by hand. On the 1st of each month the fees on that ledger are charged to the card you put on file when you switched TraxRecovery on (or invoiced by email if you prefer). No TraxSail plan is required. No credit, no fee.

Before step 1: switch it on

You

Create a free TraxSail account, accept the TraxRecovery authorization, and add a card for the 30% fee. Nothing is charged at sign-up, and nothing is ever charged unless a refund actually lands on your carrier invoice. Card details go to Stripe, never to us.

Try the free audit first, no account Ready? Sign up free and open TraxRecovery

The money never passes through us: carriers credit your own invoice, then we bill our share. The full terms, including what you authorize and how fees are matched to credits, are in the TraxRecovery authorization agreement.

The result

Money that was always hers,
collected without hiring anyone to chase it.

$345.05

kept in month one after the 30% fee, on invoices she had already paid in full

~$4,100/yr

at the same pace, before the dimensional-weight and surcharge rules come online

4 min

a month uploading the exports her carriers already produce. No audit, no spreadsheet

if nothing is found. Denied claims are never billed. The same 30% applies from the first credit, for every customer.

Run a free audit

No account, nothing stored. TraxRecovery is live.

Read Dana's and Marcus's stories too →

From upload to credit, the agents do the leg work

She uploads the invoices her carriers already give her

Seven guaranteed deliveries arrived late. All seven are refundable.

Three charges were billed twice

Ten findings, each with its evidence, each with a confidence score

Claims filed before the window closes

Nine credits land on the next invoices. One is denied.

The ledger: $492.93 recovered, $147.88 fee, $345.05 kept

Six stages. You touch two of them.

Money that was always hers,collected without hiring anyone to chase it.

Feature request, idea, suggestion, or support

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Money that was always hers,
collected without hiring anyone to chase it.