Olympian does not label an invoice “wrong.” It identifies where the invoice and the available record do not agree.
1. Establish the available record
The audit can begin with carrier invoices alone. That supports duplicate checks, identity consistency checks, changes in submitted payment details, and comparisons with public carrier records. Rate confirmations, PODs, accessorial approvals, TMS exports, and prior invoices expand what can be tested.
If a required document is missing, the system reports the evidence gap. It does not infer an agreement that is not present.
2. Apply repeatable checks
| Check | Compared records | Possible result |
|---|---|---|
| Duplicate submission | Current and prior invoice records | Exact or probable duplicate |
| Charge reconciliation | Invoice and rate confirmation | Match, variance, or missing agreement |
| Accessorial support | Invoice, rate con, POD, approval | Supported or evidence required |
| Carrier identity | Invoice identifiers and public FMCSA record | Consistent or mismatch |
| Payment-detail change | Current and prior submissions | No change or review required |
3. Attach evidence to each exception
An exception includes the invoice line, the compared value, the source document or record, and the reason it needs attention. The goal is to let an AP reviewer reproduce the finding without trusting a black-box score.
Public carrier authority checks use records maintained by the Federal Motor Carrier Safety Administration. A public status check is useful context, but the official record and current operating circumstances remain authoritative.
4. Keep system limits visible
- Document extraction can be affected by scans, handwritten notes, missing pages, and unusual layouts.
- Similar carrier names do not establish identity without matching identifiers.
- An FMCSA result does not prove that every invoice charge is valid.
- A missing supporting document is not proof that a charge is invalid.
- Olympian does not approve payments, issue legal conclusions, or contact a carrier without customer action.
5. Preserve the decision trail
The final record distinguishes confirmed lines, flagged exceptions, evidence gaps, and customer decisions. If a reviewer approves a variance, that decision remains part of the audit history instead of disappearing into an email thread.
Primary references
- FMCSA SAFER Company Snapshot — public carrier identification and safety record access.
- FMCSA Licensing and Insurance public search — operating authority and insurance records.
Test the method on a real invoice set.
The free audit shows which checks the available documents support and where evidence is missing.
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