TraxRecovery walkthrough
Coming soonOwner, Ortiz Packaging Supply, a nine-person distributor shipping about 600 parcels a month on UPS and FedEx. Every late Next Day Air and every charge billed twice was already sitting in her carrier invoices. TraxRecovery reads those invoices, finds the money, files the claims, and only charges when a credit actually lands.
Illustrative walkthrough built from published UPS and FedEx service guarantee terms and the rules TraxRecovery runs. Elena and Ortiz Packaging Supply are not a real customer, and the figures are a worked example, not a reported result.
Elena Ortiz
Owner, Ortiz Packaging Supply
9 employees · ~600 parcels/mo · UPS + FedEx
Monthly parcel spend
About $9,800 across two UPS and two FedEx accounts
Old workflow
Paid the weekly carrier invoices on autopay. Nobody opened them.
Why nobody audited
1,800 invoice lines a month, a 15-day claim window, and no one whose job it was
Cost to try it
$0 up front. 30% of confirmed credits only. Nothing found, nothing owed.
One month of invoices
MONDAY, 4 MINUTES
Elena downloads the month's CSV exports from UPS Billing Center and FedEx Billing Online and drops them into TraxSail. Eight weekly invoices, 612 shipments, 1,847 charge lines. TraxRecovery keeps every raw column, fingerprints each file so a re-upload can never double count, and starts reading.
MONDAY, 4 MINUTES LATER
UPS and FedEx guarantee their air and express services: Next Day Air, 2nd Day Air, Priority Overnight, 2Day. If the package is late, the transportation charge is refundable, but only if someone asks within 15 days of the invoice. TraxRecovery checks every guaranteed shipment's delivery date against the ship date plus the promised business days, skipping weekends and carrier holidays. Seven were late. A $75.14 Next Day Air that landed a day late. An $88.40 Priority Overnight that took two. Total: $486.22.
MONDAY, SAME PASS
The same tracking number, the same charge, the same amount, on two different lines. A $14.90 Ground charge that appears on two consecutive invoices. Fuel and residential surcharges that rode along with it. Small on their own, and exactly the kind of thing nobody catches at 1,800 lines a month. Total: $31.61.
MONDAY, 9:15 AM
Every finding shows the tracking number, the service, the promised date, the actual date, the exact invoice line and the dollar amount, so Elena can check any one of them in ten seconds. Small, high-confidence claims file automatically. Anything larger, or anything the rules are less sure about, waits 24 hours for her to veto or approve. She approves all ten from her phone.
MONDAY, 9:16 AM
TraxRecovery submits each claim to the carrier, tracks the claim number, and follows up if the carrier goes quiet. The 15-day clock that used to make auditing pointless is now the thing working in her favor: every claim is in days before the deadline, not discovered weeks after it.
TWO WEEKS LATER
UPS and FedEx credit $492.93 back across the following invoices. One late-delivery claim for $24.90 is denied under a weather exception, and TraxRecovery records the denial and the reason instead of charging for it. Elena is only ever billed on money that actually arrived.
END OF MONTH
One line on her TraxSail invoice, tied to the ten carrier credits it came from. At this pace that is roughly $4,100 a year, from invoices she was already paying in full, for four minutes of uploading a month. And that is before the dimensional-weight and invalid-surcharge checks, which are next on the list.
What Elena saw on her dashboard
| Rule | Tracking | Service | What happened | Refund | Confidence | Status |
|---|---|---|---|---|---|---|
| Late delivery | 1ZA1B2C3…5678 | UPS Next Day Air | Shipped 9/2, due 9/3, delivered 9/4 | $75.14 | 0.90 | credited |
| Late delivery | 7946441…0011 | FedEx Priority Overnight | Shipped 9/1, due 9/2, delivered 9/3 | $88.40 | 0.90 | credited |
| Late delivery | 1ZA1B2C3…2201 | UPS 2nd Day Air | Shipped 9/8, due 9/10, delivered 9/14 | $61.90 | 0.94 | credited |
| Late delivery | 7946441…0187 | FedEx 2Day | Shipped 9/9, due 9/11, delivered 9/12 | $24.90 | 0.90 | denied, weather |
| Duplicate charge | 1ZA1B2C3…4455 | UPS Ground | Transportation billed on two invoices | $14.90 | 0.95 | credited |
| Duplicate charge | 7946441…0022 | FedEx Ground | Residential surcharge billed twice | $3.55 | 0.95 | credited |
| + 4 more findings · 10 total · $517.83 found · $492.93 credited | ||||||
Sample data. Tracking numbers are made up.
What's actually happening underneath
Late delivery on guaranteed services
BuiltShip date plus the service's promised business days, weekends and carrier holidays skipped, compared against the delivery date on the invoice or, when the invoice has none, the delivery scan TraxSail already tracks. Refund is the transportation charge. Every finding carries its 15-day claim deadline so nothing is filed too late.
Duplicate charges
BuiltSame tracking number, same charge, same amount, billed more than once, inside one invoice or across the month. Discounts and credits are ignored so a legitimate adjustment never gets flagged.
Dimensional weight, invalid surcharges, manifested-never-shipped
NextBilled dimensions versus your actual box sizes, residential surcharges on commercial addresses, and labels you paid for but never handed to a driver. Same upload, more rules, no extra step for you.
The process, start to finish
This is the exact pipeline TraxRecovery runs, and where a person is involved. We keep this section current as the product is built; a stage marked "you" today may become automatic later, and we will say so here.
1. Capture
AutomaticYour UPS and FedEx invoices reach TraxRecovery three ways: upload the CSV export yourself, point the carrier's invoice email (or a forwarding rule) at your private intake address so attachments are read the moment they arrive, or add TraxRecovery as a user on your carrier billing account so it signs in and pulls them. Every line is kept as-is, and the same file is never counted twice.
2. Detect
AutomaticEvery night the rules run over every line: late guaranteed deliveries, duplicate charges, and next the dimensional-weight and surcharge checks. Each finding records the evidence, the refundable amount, and a confidence score.
3. Evidence and approval
You, only above your thresholdsEach finding becomes a claim packet: account, tracking, invoice line, dates, the carrier rule it cites, the deadline. Small, sure claims proceed on their own. Medium ones wait 24 hours so you can stop them. Large or uncertain ones wait for your approval. You set the thresholds.
4. File
You, or automatic with a portal userThe claim is filed with the carrier inside its 15-day window. The Recovery page shows each request as a filing panel: every field the carrier asks for with a one-click copy, the deadline, and a box for the claim number once you have submitted it. Where you have added TraxRecovery as a user on your carrier billing account, the filing and the status checks run for you; we verify that sign-in with you once, then it is hands-off. Next: you add TraxRecovery as a user on your carrier billing account and it files for you.
5. Follow up and escalate
AutomaticCarrier responses are read and classified: approved, denied, needs more information. Silence gets a follow-up. A denial with strong evidence is re-filed once with counter-evidence; repeated denials are flagged to you with the reason.
6. Reconcile and bill
AutomaticWhen the credit appears on a later invoice you upload, the matcher finds it by tracking number and writes it to your ledger: gross credit, 30% fee, net you kept, with the invoice line it came from. You can also enter a credit by hand. On the 1st of each month the fees on that ledger are billed as a metered line on your TraxSail subscription. No credit, no fee.
The money never passes through us: carriers credit your own invoice, then we bill our share. The full terms, including what you authorize and how fees are matched to credits, are in the TraxRecovery authorization agreement.
The result
$345.05
kept in month one after the 30% fee, on invoices she had already paid in full
~$4,100/yr
at the same pace, before the dimensional-weight and surcharge rules come online
4 min
a month uploading the exports her carriers already produce. No audit, no spreadsheet
$0
if nothing is found. Denied claims are never billed. Existing TraxSail customers pay 0% for the first 30 days
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