Carrier Onboarding & Invoicing Guide

Your shipper has transitioned from another platform to Loop to handle freight invoices and payments. This guide explains how to send your invoices, what happens if there is a problem, how you will be paid, and what to give us before we start.

1. How to send your invoices

Where to send them

Send all invoices by email to your shipper’s dedicated Loop address. The format is shippername@loop.com — for example, acme@loop.com. Every email is saved as a record. Loop reads the attached files and processes them automatically.

File format

• PDF. PDF files are read most accurately and processed fastest. Please send us PDF only.

• Send one invoice per PDF if possible. If you send several invoices in one file, they must all be for the same shipper and each one must be clearly separated.

• Keep the total email under 40 MB (this includes all attachments).

• Please send digital files only. Do not send a photo of a paper invoice if you have a digital PDF.

What each invoice must include

• Your company name and your remit-to address (where you want to be paid)

• Bill-to: your shipper (use the exact company name they gave you)

• Invoice number — a different number for each invoice

• The date you issued the invoice

• The payment due date (or your normal payment terms)

• The currency and the total amount

• Where the shipment started and ended (origin and destination)

• Each charge on its own line — linehaul, fuel surcharge, and every accessorial, each with its own amount

• Shipment reference numbers are what make the match work — Include the OTM SID / shipment ID, plus PRO, BOL, PO, DN, or load ID. This is how Loop matches your invoice to the correct shipment — wrong or missing references are the most common reason an invoice gets stuck.

Supporting documentation

Most shippers do not require additional documentation, but it is helpful to have. If you have any supporting documentation, please send it in the same way you send your invoices.

2. Send final invoices only

Please send final invoices only. Do not send a proforma, pre-bill, draft, or estimate. Loop treats every invoice it receives as a real bill to pay, so a draft invoice can create a duplicate that someone has to fix manually.

3. If your invoice is not accepted

Sometimes Loop or your shipper needs more information — a missing field, a rate that does not match, or a shipment we cannot find. When this happens, you will get an email from your shipper’s team (or from Loop, working on their behalf). Please fix everything by replying to that same email:

• Reply to the original email. This lets the system connect your answer to the open question.

• Attach any documents that help (BOL, POD, signed rate confirmation, and so on). Loop reads attachments automatically.

4. Wrong rates: corrections and credit notes

You can fix a rate, in part or in full. There are two ways to do this.

Option A

Send a corrected invoice

Use the same invoice number (or clearly write the original invoice number on it) with the new amounts. Loop sees it as a correction and updates the bill instead of creating a new one.

Option B

Send a credit note, then re-invoice

Credit the wrong line, then send a new separate invoice for that line at the correct amount. Simplest if you cannot reissue the original invoice. Write the original invoice number on both documents.

5. Extra charges or a balance still owed

Need to bill an extra charge (for example a missed accessorial, a lumper fee, or detention), or a balance still owed after a partial payment? Send a separate new invoice with full shipment details. You do not need to add a letter to the original invoice number — a separate invoice is fine, as long as it links back to the original. To link it correctly:

• Write the invoice number clearly on the new invoice, and use the same shipment reference (OTM SID / DN / BOL / load ID).

• For a balance owed: add an “Amount Paid” line showing what was already paid, and a new total showing only what is still owed.

• For an extra charge: put the new charge on its own line and say clearly that it is extra to the first invoice (for example, “Supplemental — detention”).

• Send it to the same address you use for all invoices.

6. Seeing the status of your invoices

Your shipper uses Loop Connect, a free portal for carriers. After you are invited, you can:

• See the status of each invoice you sent — received, in review, approved, scheduled to pay, or paid.

• See payment details when a payment is made.

• Upload supporting documents (POD, signed rate confirmations, and so on) to the right shipment or invoice.

• Update your remit-to address and contact details.

You will get an email invitation from your shipper or Loop to set up your Connect account, before or soon after we start.

7. How you will be paid

Your shipper pays carriers through Loop's custodial payment service. In simple terms:

• They put money into a Loop-managed payment account on a regular schedule (usually every week).

• Loop pays you directly from that account, following the payment terms in your contract with them.

• Loop sends you a remittance advice — a note showing which invoices each payment covers.

• Payment methods: ACH, wire, and — for companies outside the US — wire in the matching currency.

8. Payment currency

You are paid in the currency shown on your invoice, as agreed in your contract with your shipper. Each payment run uses one currency only. If you bill in more than one currency, you will get a separate payment run for each currency.

9. What we need from you before we start

To set you up in the payment system, please fill out Loop's international bank form with:

Other useful things to know

• One invoice per shipment is what we expect. We will be able to support consolidated invoices where your shipper supports them. Please talk to us first if you currently only bill consolidated.

• Use the same reference numbers your shipper gave you (PO, BOL, load ID, PRO). Loop uses these to match your invoice to the shipment.

• Attach the invoice as a PDF. Do not type the invoice into the email itself — Loop does not read invoice details from the email text.

• Duplicate invoices. If you send the same invoice again (same invoice number and same total), Loop will see it as a duplicate and will not create a second bill.

• Checking status. Look in Loop Connect (or email your shipper’s A/P team) before you send an invoice again. Sending it again will not make payment faster, and it can create extra work.

Questions?

Please contact your shipper’s A/P contact. They will work with Loop on any problems.