Use our lookup tool to search via invoice number, invoice date and invoice amount.
Connect with our Carrier Support team via our helpdesk for help with Transware access, invoice status/missing invoices, invoice submission methods, and available payment methods.
Get in touch
Carrier Support Email
Invoice Mailing Address
PO Box 200
Aurora, IL 60507
Want to send invoices via email or EDI? Get more information from our Carrier Support team using the form.
Need something else?
Send a note to our Carrier Support team using the form below. Get a response from a live person & real expert in 24 business hours.
About Our Payment Process
Find below some useful information about our payment process. Keep reading for a full list of frequently asked questions.
Receive & Process Invoices
We receive and process invoices in real time from a variety of sources. Depending on how you sent your invoice, you can expect to see it available in our system in as little as a few hours (if sent via EDI), or in a few days (if sent via Paper).
Invoices that encounter an exception in processing (due to missing or inaccurate data, overcharges, or missing supporting documentation) are visible in Transware, but may have a delay in payment while the exception is being resolved.
Create Funds Requests
Funds Requests are created throughout the week for VTM’s clients. A Funds Request collects all the invoices processed since the last Funds Request (the previous week), plus any applicable payment terms, and requests the funds for distribution to carriers. This is a critical step in the process because VTM will not disburse any payment until funded.
Some of VTM’s clients distribute their own payments to carriers and VTM might not have the latest payment information available in Transware. In those cases, when an invoice has been validated and should be ready for payment, the invoice status shown in Transware is “Client Payment” and you should check with their payment helpdesk for the most up to date information.
Payments are disbursed on Monday and Thursday of each week (moving to the next business day for bank holidays). How quickly your payment is received likely depends on your payment method.
VTM issues checks by default, but we offer several, much faster, payment methods available upon request. For more information on additional payment methods, please complete the form and select “Payment Options” as the Request Type.
We typically reduce invoices because we identified an overcharge, found unsubstantiated charges (missing supporting documentation), or found that some or all of the invoice was already processed/paid.
When we identify an overcharge or exception during processing, we log it using an Overcharge Reason (OCR) code. A brief description is available on your remittance statement and in Transware, but more details on the most common can be found below, and an inclusive list here.
DP-DUPLICATE PRO DETECTED
We determined that this invoice is a duplicate of an invoice that has already been processed and/or paid
We determined that a portion of this invoice was already paid, but the balance is unpaid.
S9-SHIPPER REDUCED CHARGES
The client has determined the invoice should not be paid. This code is used at the shipper’s discretion, so VTM may not have the reason.
A7-INCORRECT ACCESSORIAL CHARGES
We determined that some of the billed accessorial charges were invalid
VTM is pleased to offer several invoice submission methods, including:
Electronic Data Interchange (EDI)
Email (PDF Attachment)
Paper (Postal Mail)
Carrier Proprietary Formats
Before changing your invoicing method, please connect with our Carrier Support team using our Helpdesk form by selecting “Invoice Submission Options” as the Request Type. Our Carrier Support team will be able to answer any questions about the available invoicing methods and configure our system to ensure a seamless transition.
Unfortunately, we are unable to predict payment dates. Our payment runs are executed on a regular schedule, but the invoices paid in each run is dependent on receiving the funds from our clients. Because of this dependency outside of our control, we cannot advise a payment date for any invoice.
Payments are distributed each Monday and Thursday (or the next business day in the event of a bank holiday), and VTM requires that the shipper transmits funds to us by Monday or Thursday morning for inclusion in that day’s payment run.
Each payment comes with a remittance summary, but we also offer two convenient options for obtaining another copy of the remittance summary for a payment:
Transware – Transware is the best way to get remittance information in real time. Download remittance data as a spreadsheet, including fields like the original charge, paid amount, and if a reduction was taken, the reason code.
Carrier Helpdesk – Connect with our Carrier Support team via our helpdesk for help with retrieving a remittance summary for your payment.
Transware is VTM’s client and carrier portal. It is packed with features for carriers that will make looking up payment status and account reconciliation simple.
Once logged in, you can search for a single or multiple search terms and search using different types (invoice number, B/L number, etc), export results to Excel, get historical remittance information for payments, and see the invoices we are still processing or with clients for review.
If you recently sent the invoice via email or postal mail, please wait up to a week to allow us to complete data entry before the invoice is visible to you.
After a few days, if your invoice is still not visible, check with our Carrier Support team by using the form on our Helpdesk page to share the date you sent the invoice, the impacted pro numbers, and how the invoices were sent to VTM (EDI, email, paper).
Thank you for your interest in improving your experience with Transware! We are committed to ensuring Transware is the most comprehensive and capable solution in the industry, and feedback from real users is critical to helping us achieve that goal.
If you have an idea for a new Transware feature or service, we would love to hear about it! Share it with our Platform Solutions team through the form on the Helpdesk page and select “Transware Feature Request” as the Request Type.
If you need help with something else, reach out to your VTM contact, or connect with our Carrier Support team using our Helpdesk page and a team member will respond as soon as possible.
When completing the form on the Helpdesk page, to get your message to the right place the fastest, be sure to select the Request Type that is closest to what you need. If you do not see something listed, choose “Other”.
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