Logistics data entry and freight back-office outsourcing

Logistics data entry outsourcing moves the paperwork of freight into your systems: bills of lading, proofs of delivery, packing lists, carrier invoices and status updates. Deepen AI's team keys and checks that data in your TMS, WMS or spreadsheets, to your rules.

Who this is for

This page is for freight brokers, third-party logistics providers, carriers, distributors and in-house shipping teams. Documents arrive by email, portal upload and phone photo, in every layout. Errors cost money downstream: a wrong weight changes the bill, a missed accessorial charge starts a dispute, and a late proof of delivery delays your own invoice. Warehouse teams have a parallel stream of receiving notes, cycle counts and item data.

What our team does

Freight documents

• Key bills of lading, proofs of delivery (PODs) and packing lists into your TMS
• Index shipping documents by load, shipper and date
• Check OCR output from shipping documents and correct it

Billing and audit support

• Match carrier invoices to rate confirmations and PODs, and flag charges that are not supported
• Approve or hold invoice lines under your written rules, and request missing receipts using your templates
• Assemble invoice backup for your customers: bill of lading, POD and accessorial support

Tracking and exceptions

• Update shipment status from carrier portals and emails
• Log over, short and damaged (OS&D) exceptions from receiving notes

Warehouse data

• Enter cycle count and receiving results into your WMS
• Clean item master data: dimensions, weights, units of measure and case packs
• Standardize and check delivery addresses

For a closer look at document work, see document processing outsourcing and document data extraction.

How it runs

1. You share documents and rules. Send a sample of real documents, your billing and audit rules, your exception codes, and access to the TMS, WMS or portals.
2. We agree scope and train. Our ops team sets the people and hours in your pilot plan. The team trains on your samples, and we build a gold set of documents and invoices with known-correct results for you to confirm.
3. We deliver, with a named team lead and QA sampling. The team works the live queues. The team lead handles rule questions and sends anything the rules do not settle, such as a disputed charge, to your contact.
4. You get a weekly report. Documents keyed, invoices checked, amounts held and why, QA sample results and open questions.

Illustrative example: a carrier invoice checked against the rate confirmation

Illustrative only. The load, carrier and amounts are invented.

• Input, rate confirmation, load L-77812: linehaul 1,850.00 · fuel 212.00 · total 2,062.00
• Input, carrier invoice: linehaul 1,850.00 · fuel 212.00 · detention 150.00 · lumper 85.00 · total 2,297.00
• Input, POD: signed 2026-09-22, in 08:05, out 11:10
• Input, your rules: detention is payable after 2 free hours if in and out times are on the POD · a lumper charge needs a receipt
• Output, detention 150.00: supported, 3 hours 5 minutes on site. Approved under your rule.
• Output, lumper 85.00: no receipt attached. Held, and a receipt request sent from your shared inbox using your template.
• Output, TMS entry: L-77812 approved at 2,212.00 with 85.00 on hold, audit note added
• Who did what: one team member checked and entered the invoice. A QA reviewer re-checked it as part of the weekly sample and agreed.

How we keep freight data accurate

Logistics data is checkable: almost every value can be traced to a document. The team keys or checks each value against its source, and anything unreadable or missing is flagged, not guessed. Gold documents measure each person in training and in live work. QA reviewers re-check a sample of finished documents and invoice checks against the source papers. They do not re-check every document. The weekly report shows the acceptance rate on the sample and the error types found. See how we check quality.

Pricing scope

Logistics data entry and freight document work in English are standard tasks at $5 per person-hour, with a named team lead and QA sampling included. Work starts with a two-week prepaid pilot: people × hours per week × 2 weeks × $5, with at least 20 hours per person per week. After the pilot, we invoice weekly in arrears. Customs classification, work that needs licensed or specialist knowledge, and documents in other languages are quoted after our ops team reviews the task. See the pricing page.

When to use the enterprise team instead

If your warehouse or delivery operation uses robots or autonomous vehicles, and their camera or lidar data needs labeling to train or validate them, that is enterprise work. The Deepen AI enterprise team scopes and prices it per project. See enterprise AI data services.

Send a sample of your shipping documents and your audit rules. We email you a pilot plan with a quote.

Request a pilot plan