Transport solution

Invoice processing for transport and logistics on Exact Online

A transport company gets purchase invoices from every direction: fuel cards, tolls, the workshop, tires, charters, agencies for drivers, and the ferry. Often long, often from abroad, sometimes in pounds. Glimps reads every line, codes it the way you always post that supplier, and puts it in Exact Online. You only look at what stands out.

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Softwarehuis DeltaINVOICEMicrosoft 365 Business Premium€ 264,00Sundries, see attachment€ 85,004500?Subtotal€ 349,00VAT 21%€ 73,29Total€ 422,294500Software4510IT subscriptions4600General costsTo you for review1234

Glimps reads the line: Microsoft 365 Business Premium

Typical bottleneck
Long invoices

You do not retype a fuel card invoice with pages of transactions in a minute. Glimps reads every line and checks that the total adds up.

Main control
Duplicate or different

The same fuel receipt twice, a new bank account, a different currency than usual: you see it before it is in Exact.

Goal
Regular suppliers on autopilot

Glimps posts the suppliers you trust by itself. You look at the rest.

Benchmark: Ardent Partners (2024) reported $9.40 average cost per invoice, 9.15 days processing time, 32.6% straight-through processing. Source

Context

How invoice processing looks in transport & logistics

At a transport company the work is not in one big invoice, but in the flow around it. Every week brings fuel card invoices, toll statements, bills from the workshop and the tire supplier, invoices from charters that took over trips, and from agencies that supplied drivers. A good share comes from abroad: with foreign VAT, with reverse-charge VAT, or in another currency.

Glimps takes over that flow. It reads every line, even when the invoice runs for pages, and checks that the lines add up to the total. Every line gets a GL account and VAT code, learned from how you posted that supplier before. Glimps posts the suppliers you trust in Exact Online by itself. The rest comes to you, or to the approver you choose.

What Glimps does not do: process transport orders, trips, CMRs, or consignment notes. Those stay in your TMS. Glimps is there for the purchase invoices, and it posts them in Exact Online.

Does this match your situation?

Where this solution fits, and where it doesn't

Good fit
  • You use Exact Online and receive invoices for fuel cards, tolls, workshops, and charters.
  • You have foreign suppliers, with reverse-charge VAT or in another currency.
  • You hire drivers through an agency and pay part of the invoice to their G-account.
  • You want regular suppliers to post by themselves, so you only see the exceptions.
Less relevant
  • You are looking for software for transport orders, trips, CMRs, or consignment notes. Glimps processes purchase invoices, not transport documents.
  • You want a link with your TMS. Glimps does not have one.
  • You want to receive invoices through Peppol. Glimps cannot do that.
  • Your books do not run on Exact Online.
Process design

From intake to controlled posting

Glimps handles the routine so finance can focus on the exceptions, not the data entry.

01

1. Invoice comes in

Through the Inbox Agent in your Microsoft 365 mailbox, by sending it to your Glimps address, or by uploading it. A CMR or delivery note that comes along is recognized as "not an invoice" and is not posted.

02

2. Glimps reads and codes

Every line, also on long multi-page invoices. A math check makes sure the lines add up to the total. A GL account and VAT code per line, learned from how you posted that supplier before.

03

3. Approval where needed

Your rules on GL account, supplier, or amount decide who approves. The approver gets an email with the invoice and approves or declines in one click.

04

4. Post to Exact Online

With GL account, VAT code, cost center, and currency. Suppliers you trust, you let Glimps post automatically.

Where things get stuck

The real value is in the exceptions

High-volume AP automation only pays off when it is clear what can flow through safely, and what must be reviewed by a human.

Focused on exceptions, not data entry

Fuel card invoices with endless lines

A fuel card invoice lists every fill-up, per card and per station, often over several pages. Glimps reads every line and checks that the lines add up to exactly the total. So no line is missed and nothing is retyped.

Tolls and ferries from abroad

Tolls in Germany or France, a crossing to England: foreign suppliers with their own VAT and sometimes another currency. Glimps posts the invoice in the currency printed on it. If a supplier suddenly uses a different currency than usual, Glimps does not post automatically and puts the invoice in front of you.

Workshop, tires, and parts

Maintenance, repairs, and tires add up fast. If you order them with a purchase order in Exact Online, Glimps matches the invoice to the order and the goods receipt, within the tolerances you set. PO matching is an add-on.

Charters and hired drivers

A foreign charter often invoices with reverse-charge VAT. Glimps posts it as reverse charge when the invoice says so, and only then. If you hire drivers through an agency, Glimps reads the G-account amount from the invoice and posts it as the G-account share in Exact Online, when that agency has a G-account there.

Receipts without an invoice number

A fuel or parking receipt often has no invoice number. Glimps still finds duplicates: same supplier, same amount, same day. And if a supplier suddenly prints a different bank account on the invoice, Glimps flags it.

Several invoices in one PDF

A supplier sometimes sends a whole stack of invoices in one file. Glimps notices and asks you before it splits them.

Deep dive

Posting fuel card and toll invoices in Exact Online

The longest invoices a transport company gets are also the dullest. That is exactly why you do not want to retype them.

A fuel card invoice lists every fill-up per card, with station, liters, amount, and VAT. In between there is often AdBlue, a truck wash, or tolls. With a sizeable fleet that runs over several pages. Glimps reads every line and runs a math check that all lines add up to the invoice total. If a line is missing or misread, the sum is off and that shows.

Every line gets a GL account and VAT code. Glimps learns that from how you posted that supplier before. If you put fuel, tolls, and washes on different accounts, Glimps does too. Foreign VAT on fuel and tolls is not deducted in your Dutch return, you reclaim it separately. How you post that VAT, Glimps takes from your earlier postings for that supplier.

Loose fuel and parking receipts often have no invoice number. Glimps then finds duplicates another way: same supplier, same amount, same day. And if a toll provider or ferry suddenly invoices in a different currency than usual, Glimps does not post that invoice automatically but puts it in front of you first.

Deep dive

Drivers through an agency and the G-account

If you hire drivers, you can be liable for the agency's payroll taxes. That is why part of the invoice goes to the G-account.

When you hire through an agency, hirer liability applies: if the agency does not pay its payroll taxes or VAT, the tax authority can come to you. By paying part of the invoice into the agency's G-account, you limit that risk. The agency prints how much on the invoice, as an amount or a percentage.

Glimps reads that amount or percentage and posts it in Exact Online as the G-account share of the purchase entry. That only happens when the agency has a G-account in Exact Online, which Exact recognizes by the account number. If the invoice names a G-account but Exact has none, Glimps follows Exact and posts without a split. Glimps never guesses the split from earlier invoices.

Concrete exceptions

How Glimps handles the cases that would otherwise stall

Scenario 1

The same fuel receipt submitted twice

What Glimps checks

Supplier, amount, and date, also when there is no invoice number.

Action

Warns that it may be a duplicate, so you do not post it twice.

Scenario 2

New bank account for a known supplier

What Glimps checks

The bank account on the invoice against what you know for that supplier.

Action

Flags the change, so you can check that it is right.

Scenario 3

Ferry suddenly invoices in pounds instead of euros

What Glimps checks

The currency on the invoice against the currency this supplier normally uses.

Action

Does not post automatically and puts the invoice in front of you.

Scenario 4

Foreign charter without a reverse-charge statement

What Glimps checks

Whether the invoice itself says the VAT is reverse charged.

Action

Applies no reverse charge. Glimps only reverse charges when the invoice says so.

Scenario 5

CMR or delivery note in the invoice mailbox

What Glimps checks

Whether the document is an invoice.

Action

Recognizes it as "not an invoice" and does not post it.

Scenario 6

Workshop invoice differs from the purchase order

What Glimps checks

Price and quantity against the order and the goods receipt in Exact Online, within your tolerances (PO matching add-on).

Action

Shows the difference, so you or purchasing decide.

Software ecosystem

How Glimps fits in your software stack

Glimps works with Exact Online only. GL accounts, VAT codes, cost centers, suppliers, and (with the PO matching add-on) purchase orders come from Exact, and that is where Glimps posts.

Invoices come in through the Inbox Agent in your Microsoft 365 mailbox, by sending them to your Glimps address, or by uploading them. If a UBL file comes with the PDF of the same invoice, Glimps reads it too. Glimps does not support Peppol. More on UBL invoices in Exact Online.

There is no link with a TMS or planning system. Your transport orders and trips stay there, Glimps handles the purchase invoices.

Exact Online setup checklist

The prerequisites to get this solution into production.

  • Exact Online connected, with your GL accounts and VAT codes.
  • Cost centers set up in Exact Online, if you use them.
  • Agencies with a G-account have that account in Exact Online too.
  • Approval rules decided: which GL account, which supplier, from which amount.
  • Your invoice mailbox in Microsoft 365, or forwarding to your Glimps address.

What Glimps automates for you

The concrete parts of the process Glimps takes off your hands.

  • Read every line, also on long fuel card invoices, with a math check on the total.
  • GL account and VAT code per line, learned from earlier postings per supplier.
  • Cost center per source: off, suggest only, or automatic.
  • Spot duplicate receipts and changed bank accounts.
  • Post trusted suppliers automatically in Exact Online.
FAQ

Frequently asked questions

Specific questions about this solution for transport & logistics.

Want to see it yourself?Open the demo

Yes. Glimps reads every line, also on multi-page invoices, and checks that all lines add up to the total. Every line gets a GL account and VAT code, based on how you posted that supplier before.

No. Glimps processes purchase invoices. If a CMR, consignment note, or delivery note comes in, Glimps recognizes it as "not an invoice" and does not post it. Your transport orders and trips stay in your own system.

No. Glimps connects to Exact Online, not to a TMS or planning system. Invoices come in through the Inbox Agent in your Microsoft 365 mailbox, by sending them to your Glimps address, or by uploading them.

Glimps posts reverse-charge VAT when the invoice says so, and only then. If the invoice says nothing about reverse charge, Glimps does not apply it.

Glimps posts the invoice in the currency printed on it. If a supplier suddenly sends a different currency than usual, Glimps does not post automatically and puts the invoice in front of you first.

If the agency's invoice shows a G-account amount or percentage, Glimps reads it and posts it as the G-account share in Exact Online. That only happens when the agency has a G-account in Exact Online. If Exact has no G-account for that agency, Glimps follows Exact and posts without a split.

No. Glimps does not recognize license plates and does not post to cost units per truck. Glimps does fill in cost centers. You choose per source: a cost center printed on the invoice, one recognized in the text, the supplier default, or a suggestion from Glimps. Each source can be off, suggest only, or automatic.

Glimps looks at supplier, amount, and date. Same supplier, same amount, same day: you get a heads-up that it may be a duplicate. If a supplier suddenly prints a different bank account on the invoice, Glimps flags that too.

No. You set rules on GL account, supplier, or amount, and only what falls under a rule goes to an approver. They get an email with the invoice and approve or decline in one click, on a phone too, or they pick a daily or weekly digest. Suppliers you trust, you let Glimps post automatically.

Starter is €75 per month for 100 invoices, Professional €149 for 300, and Business €399 for 1,000. Enterprise is custom. You pay for posted invoices. The Inbox Agent is on every plan. PO matching for workshop and parts is an add-on at €149 per month. You can try Glimps free for 14 days.

Glossary

Terms you'll encounter daily in transport & logistics

Fuel card invoice
Summary invoice from a fuel card provider with every fill-up and other transaction per card over a period.
Road toll
A charge per kilometer or per route for trucks, such as the German Maut. Invoiced by the toll operator or by the provider of your toll box.
Charter
Another transport company that runs a trip for you and invoices you for it.
CMR
International consignment note for road transport. Proof of carriage, not an invoice.
Reverse-charge VAT
The supplier charges no VAT and you declare it yourself. Shown on the invoice as "btw verlegd" or "reverse charge".
G-account
Blocked account of a staffing agency or subcontractor, meant for paying payroll taxes and VAT. You pay part of the invoice into it to limit your liability.
Hirer liability
If you hire staff through an agency, you can be liable for the payroll taxes and VAT that agency does not pay.
Cost center
A dimension in Exact Online to assign costs to, for example, a department or branch.