Haul ticket reconciliation, with every ticket tied to the invoice and the job.

A hauler's invoice lists days, trucks and totals. A quarry's statement lists scale tickets. The tickets themselves come back in a driver's packet, a foreman's folder or a portal download. Your project accountant lines all of it up: truck number, material, tons or loads, dump site, job, cost code, and the rate the subcontract or purchase order gave that haul.

In the test, AI reads copies of those same papers and drafts the match, ticket by ticket. Each ticket lands on an invoice line or on a list of exceptions: billed twice, billed with no ticket, ticketed and never billed, wrong rate or wrong job. Nothing gets paid or held. Your reviewer compares each draft with how your office actually closed that invoice.

One load leaves several papers. Louisiana's directive on truck bed measurement sets out to corroborate every quantity: when material comes from a producer, the driver hands over a sales ticket showing the yards loaded, the vehicle number and the project number before the state's haul ticket is released, and both are kept for three years after final acceptance. Alabama's construction manual lists what a weight ticket must carry, down to the contract item name, the county, a load count and a daily running total, and says not to accept one after the truck has left the jobsite. A count that jumps from 14 to 16 is a missing ticket, and a running total that won't add up is a missing ticket or a duplicate. The draft uses those fields wherever your tickets have them.

A load of fill may never cross a scale. Florida's project documentation manual has each truck carry a unique number and a decal or manufacturer's certification on both sides, showing capacity to the nearest tenth of a cubic yard, with added sideboards left out of that certified figure. Volume is struck, meaning leveled off and not heaped. Louisiana issues tickets to the tenth below the measurement, so a truck measuring 4.36 yards hauls on a 4.3 ticket. Washington's manual concedes that material heaped at the center of a load can exceed the measured capacity. A hauler billing a round number of yards per load won't tie to tickets like those without your truck list, so the sample needs it.

The truck number is a weak key. One truck can be 22 on a hauler's sheet, a plate number at the quarry and a broker's unit on the invoice. California's weighmaster law lets an equipment number stand in only if the weighmaster's records trace it to the registered license number, and when a predetermined tare is taken with the driver aboard, the certificate has to say the driver stayed on for both weights. Alabama's 2018 provision sets a daily tare for trucks hauling material paid by weight, taken empty with the driver in the truck, and Iowa's manual bars a truck from hauling on a weight basis until it has been tared. When a ticket gets questioned, tare dates become one more thing to line up. The draft keeps each number as printed on each paper and lists any truck it can't tie to a single hauler.

The rate depends on how far, in what, and when. Public hauling bids show how many ways a load gets priced. Leon County, Texas buys aggregate hauling per ton in five-mile bands, from 10 miles or less out past 116 miles, and one of its bids prices belly dump and bobtail trucks apart. Its 2024 form adds a fuel surcharge table stepped by the price of a gallon and asks each bidder where its fuel prices come from and when it checks them. A trucking subcontract may instead pay by the load, or by the hour with a minimum. Each draft line names the rate basis it read, the band or zone, any surcharge, and the date those terms took effect.

Your reviewer will go to the exceptions first. Expect a ticket billed on two invoices or two jobs, a number that repeats across haulers, a load dumped at a site the job never used, a cost code that changed partway through, and a partial load. Washington's contactless receipt log is a good model for that last one: partial loads are noted in a comments column, and missing tickets get reconciled with the contractor right away so payment doesn't turn into an argument later. The test marks a mismatch and says why. It never decides who is right.

Once your reviewer says yes, new tickets and invoices get the same matching for about 30 days.

Every match waits for someone on your staff to approve it before it posts anywhere, and haulers get paid the way they do today.

The comparison keeps running on live work. Anything further gets its own decision and price, with monthly support once it runs.