Per-Diem Invoice Reconciliation Board
Work D&D invoices through audit → dispute → resolution with amounts tracked at every status.
Sources & references
- 46 CFR Part 541 — invoice content & dispute provisions
- Freight payables audit practice (D&D recovery benchmarks)
Demurrage, detention and storage tariffs are set by each carrier, terminal and contract and change frequently. The preloaded figures are editable industry-typical examples, not quotes — always verify against the current published tariff or your service contract before paying or disputing an invoice.
Disclaimer: This tool is for general informational and estimation purposes only and is not professional financial, tax, accounting or legal advice. All figures are estimates — verify with a qualified professional before making decisions. Read the full disclaimer.
D&D invoices fail in payables for a structural reason: they're the only freight bill where the right answer is often 'dispute 40% of it', and AP systems only know pay or don't-pay. This board gives the in-between states a home — every invoice moves through Received, Under audit, Disputed, Substantiation requested, and lands at Credited, Paid or Written off, with dollar totals per status.
About Per-Diem Invoice Reconciliation Board
The per-status sums are the management view: dollars sitting in 'Received' too long are audits not happening; a fat 'Disputed' total aging without movement means the carrier is slow-walking and follow-ups are due; the 'Credited' total is your audit program's measurable ROI. The dispute-deadline field keeps the 30-day windows visible before they close arguments you'd have won. Run it alongside the audit checklist and evidence log: the checklist decides each invoice's verdict, the evidence log holds the exhibits, and this board tracks the money. Together they make D&D a managed pipeline — and the first month's numbers usually justify the habit, because the credited column rarely stays at zero once auditing is systematic.
How to use Per-Diem Invoice Reconciliation Board
- 1Add each item with its details — it enters the board in the first status.
- 2Advance the status from the dropdown on each row as work progresses.
- 3Track the live counters (total, completed, open, completion %) above the table.
- 4Export or review per-status totals in your daily ops meeting.
Why use Per-Diem Invoice Reconciliation Board?
- ✓Status-driven workflow with live per-stage counters and totals
- ✓Advance items with one click as work progresses
- ✓Money totals per status when amounts are tracked
- ✓Local, private and free — no accounts, no setup
Frequently asked questions
Why track D&D invoices separately from normal AP?+
Because their lifecycle is adversarial: a meaningful share should be partially disputed, disputes have deadlines, and outcomes (credits, adjustments) need matching back to the original bill. AP systems flatten that into paid/unpaid and the disputes silently expire. A purpose-built pipeline with status dollar-totals is how the recoverable money stays visible.
What does 'Substantiation requested' mean as a status?+
You've asked the carrier to prove the charge — under FMC rules (US trades) invoices must contain or support enough detail to verify, and a formal substantiation request shifts the burden. It's tactically distinct from a dispute: you're not yet arguing the days, you're requiring them to show the math. Some charges die right there.
How long should an invoice sit in 'Under audit'?+
Days, not weeks — the dispute window (commonly 30 days from invoice date) bounds everything downstream. A practical SLA: audit within 5 business days of receipt, dispute or pay within 10. The 'due' field on each card exists precisely so the board surfaces invoices whose windows are about to shut while they're still arguable.
What's a healthy credited-to-billed ratio?+
Audit programs routinely recover or avoid a noticeable single-digit to low-double-digit percentage of D&D dollars billed — error rates support it. If your credited column is zero quarter after quarter, that's not clean invoices; it's usually unaudited ones. If it's over ~25%, your carrier's billing has a systemic problem worth escalating commercially.
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