REEFER CARRIERS
Temperature-controlled freight carries higher rates and higher stakes. Pre-cooling charges, reefer fuel surcharges, temperature recorder fees, and rejection claims all need to be documented and billed correctly. We run the billing and documentation that matches the complexity of your freight.
THE REEFER BACK OFFICE
Reefer billing is not dry van billing with a temperature requirement added. Every temperature-controlled load carries accessorials that do not exist on dry freight: pre-cooling charges, reefer fuel surcharges, temperature monitoring fees, continuous temperature recorder costs, and the documentation required to prove the cold chain was maintained from pickup to delivery.
When a load is rejected for a temperature excursion, the claims process is documentation-intensive. Proof of temperature maintenance, timestamps, calibration records, and driver logs all have to be assembled. We handle the full post-dispatch workflow for reefer operations: POD retrieval with temperature logs attached, carrier invoice audit, shipper billing with all temperature documentation, AR follow-up, and FSMA-related compliance tracking.
Run cold chain 3PL or warehouse operations too? See our back-office solutions for cold chain 3PLs.
DSO Reduction
Reporting
POD Chase
Pre-cooling the trailer to the required temperature before loading is a real cost that should be passed through or included in the rate. When dispatch handles it verbally and billing never gets the documentation, the charge disappears.
The reefer unit burns fuel independently of the tractor. That reefer fuel cost is a legitimate surcharge, but it only makes the invoice when someone captures it with the right documentation. On loads with long transit times, the reefer fuel cost is significant.
Continuous temperature recorders are required for many pharmaceutical and food shipments. The recorder cost is a passthrough, but if the billing team does not know the recorder was used, the fee does not appear on the invoice.
When a reefer load is rejected for a temperature excursion, the carrier needs to prove the cold chain was maintained. That requires assembling temperature logs, timestamps, pre-cooling records, and driver notes into a documented claim. Without that documentation, the carrier absorbs the loss.
We document your commodity types, temperature requirements, carrier surcharge structures, and customer billing rules. The goal is to understand which loads carry temperature documentation requirements and which carriers have reefer surcharge schedules that need close attention.
Your team is built around reefer billing, temperature documentation standards, and your specific customer rules. Onboarding runs roughly two weeks.
POD retrieval with temperature logs, carrier invoice audit with reefer surcharge verification, shipper billing with all temperature documentation and accessorials, and AR follow-up run on every load.
As your reefer volume grows, the team grows with it. No job postings, no training cycles.
The result is a back office that handles the complexity your freight demands:
We work inside the TMS platforms you already use for dispatch, billing, and compliance, with no migration and no new software to learn.
Yes. We attach temperature logs, continuous recorder data, and pre-cooling records to every POD and invoice. For customers that require proof of cold chain maintenance, the documentation is included with the billing packet automatically.
Yes. Reefer fuel surcharges are verified on every carrier invoice and billed to the shipper per the rate confirmation terms. The team tracks reefer fuel rates and flags discrepancies before payment or billing.
We assemble the documentation package for temperature excursion claims: temperature logs with timestamps, pre-cooling records, driver notes, and delivery facility records. The goal is a documented file that supports the carrier’s position whether the claim goes to the shipper, the insurance carrier, or dispute resolution.
We track the documentation side of FSMA compliance for temperature-controlled shipments: temperature records, shipper and carrier agreements, and sanitary transportation records. The regulatory compliance itself is your responsibility, but we make sure the documentation is complete and organized.
Reefer back-office support covers POD retrieval with temperature logs, carrier invoice audit with reefer fuel surcharge and pre-cooling verification, shipper billing with temperature documentation and accessorials, AR management, and temperature excursion claim documentation. The goal is that the billing side matches the complexity of the freight.
Pricing is based on your load volume and the services you need. Most reefer operations start with carrier invoice audit and POD retrieval, then layer in shipper billing and temperature documentation. A 20-minute call is enough to scope the right fit.
Capture reefer surcharges, pre-cooling, and recorder fees before the invoice goes out.
Verify reefer fuel surcharges and temperature-related carrier charges.
Monitor carrier authority, insurance, and safety ratings continuously.
Get Started
Most reefer clients start with carrier invoice audit and temperature documentation, then grow into full back-office management.
