Accounting & Finance Back-Office Support
The Virtual Finance Department for Modern Logistics
In the high-volume world of US logistics, moving the freight is only half the battle; the other half is managing the complex web of invoices, duties, and agent settlements that follow. At EZ Falcons, we provide a 100% remote, specialized accounting support unit.
We function as your digital financial engine, operating within your TMS or accounting software to ensure every dollar is tracked, every invoice is audited, and every settlement is precise. We allow your executive team to focus on growth while we handle the high-volume financial data work.
Core Financial Services
Managing outgoing payments in logistics is a high-risk task. Our remote team ensures your AP process is organized, verified, and transparent.
- Digital Invoice Entry: We monitor your AP email alias, extracting and keying invoices from carriers, terminals, and vendors directly into your system.
- Three-Way Match Verification: We perform a digital "three-way match" by cross-referencing the Carrier Invoice, the Rate Confirmation, and the signed POD/BOL.
- Payment Batch Preparation: We organize your payables by due date and priority, preparing digital "Payment Batches" for your final approval.
- Vendor Statement Reconciliation: We perform monthly reconciliations of vendor statements to identify missing credits or duplicate billings.
We ensure your "Day Sales Outstanding" (DSO) remains low and your revenue is captured accurately.
- Proactive Sales Billing: As soon as a POD is uploaded or a Bill of Lading is released, our remote team drafts the sales invoice, ensuring all accessorials (detention, layover, lumper fees) are included.
- Payment Posting: We monitor your bank feeds and wire transfer notices, reconciling incoming payments against open invoices in your software (CargoWise, QuickBooks, NetSuite, etc.).
- Credit & Collections Support: We assist in the administrative setup of new clients and provide professional, remote follow-ups on overdue accounts.
We provide the essential "check and balance" to ensure your digital records match your actual bank activity.
- Daily Bank Reconciliation: Our remote team reconciles your bank, credit card, and fuel card statements against your internal ledger daily.
- Discrepancy Investigation: We identify and flag any "ghost" transactions, bank fees, or missing deposits that require your attention.
- Intercompany Settlements: We manage the reconciliation of funds between different branches or business units to ensure the consolidated ledger is accurate.
Data without insight is just noise. We provide the reports you need to make informed business decisions.
- Profit & Loss (P&L) by File: We generate reports that show the exact profitability of every shipment, helping you identify which lanes or clients are the most lucrative.
- Aging Reports: We provide weekly AR and AP aging summaries so you always know your exact cash position.
- Custom Financial Dashboards: We compile data into easy-to-read reports covering your Weekly Burn Rate, Revenue per Mile, and Agent Profit-Sharing summaries.
- Month-End Closing Support: We prepare the necessary trial balances and workpapers to ensure your month-end close is fast and audit-ready.
The "Trust" Architecture: Why Logistics Leaders Partner with Us
- 1. Specialized Industry DNA: We know the difference between a "Duty Outlay" and "Freight Income." We understand Incoterms and how they impact your tax and billing structures.
- 2. 24/7 Processing Power: Our remote model allows for overnight updating. While your office is closed, we reconcile the previous day's bank activity, so your financial dashboard is 100% accurate every morning.
- 3. Military-Grade Data Security:
- Zero-Trust Access: We work entirely within your secure environment via VPN.
- No Fund Access: We prepare the data and batches, but we never have the authority to release funds or sign checks.
- Paperless Environment: Our specialists work in a 100% digital environment, removing the risk of physical data loss.
Who We Serve
- NVOCCs & Freight Forwarders: Managing global agent settlements and P&L by file.
- Trucking Companies: Needing 24/7 factoring support and fuel-card reconciliation.
- Customs Brokers: Handling complex duty outlays and client billing cycles.
- Warehouse Operators: Managing SKU-based labor charges and storage billing.
Ready to Strengthen Your Bottom Line?
Don't let administrative errors eat your profits. Partner with EZ Falcons for professional, 24/7 remote logistics accounting and financial reporting support. Contact us today to discuss how we can become your virtual finance department.