Accessorial charges need an explanation before they need a payment.

Key Takeaways

Every accessorial charge should be explained before it's paid: what service, why and whether it was agreed.
4 questions check an accessorial: was it requested, did it happen, is the amount right and who approves it?
Unexplained accessorials often get paid because nobody has the booking details at payment time.
Wilson, by Cartage, is an AI logistics agent that audits each invoice against the booking and holds unplanned charges for a person's approval before paying the carrier.
Every message, confirmation and change is recorded on the shipment.

Why do accessorials get paid without an explanation?

A carrier invoice includes $175 in "detention." Accounts payable doesn't know if the truck was held, for how long or whether detention was agreed. Logistics is busy. The invoice is due. It gets paid.

Accessorials get paid without an explanation because the person paying the invoice doesn't have the booking, the timestamps or the agreement in front of them.

Detention alone is a large cost: ATRI estimated $3.6 billion in direct costs from truck driver detention in 2023.

What should you check on every accessorial charge?

Ask 4 questions about every accessorial charge.

#	Question	Where to check
1	Was the service requested?	Booking and rate confirmation
2	Did it happen?	Carrier records, timestamps, POD
3	Is the amount right?	Carrier's agreed rates
4	Who approves it?	The company's approval rules

See the cheapest freight quote often leaves out the expensive part.

Who should approve accessorial charges?

Accessorials should be approved by whoever has the context and the authority.

Planned accessorials (on the booking): paid with the invoice.
Unplanned but explained: approved by logistics within the limit.
Unplanned and unexplained: held and disputed with the carrier.
Above the limit: approved by the person with that authority.

How does Wilson, by Cartage, handle accessorial charges?

Wilson audits each invoice against the booking and holds charges that weren't planned for a person's approval. Traditional logistics software gives teams information. Wilson executes the work required to move shipments forward.

Step	Trigger	What Wilson does	When a person steps in
1. Audit	Invoice arrives	Checks every line against the booking	Not required
2. Planned	Charge was on the booking	Approves it with the invoice	Not required
3. Unplanned	Charge wasn't on the booking	Asks the carrier for the reason and holds it	Approving or disputing
4. Reconcile	Carrier corrects or explains	Records the outcome	Not required
5. Pay	Invoice is approved	Pays from the company's preloaded wallet	Payments above the approval limit

See the invoice doesn't match the quote. Who stops the payment?

How do teams reduce unexplained accessorials?

Teams reduce unexplained accessorials by recording services at booking.

Request every needed service with the quote.
Record delivery requirements at order entry.
Track accessorials by carrier and facility.

FAQs

What are accessorial charges in freight? Charges for services beyond standard pickup and delivery, such as liftgate, appointment, inside delivery, detention or redelivery.
Should I pay accessorial charges I didn't approve? Check first: was the service requested, did it happen and is the amount right? Hold unexplained charges until they're explained.
Who should approve accessorial charges? Whoever has the context and the authority under the company's approval rules.
Does Wilson check accessorial charges? Yes. Wilson audits each invoice against the booking and holds unplanned charges for approval.
Does Wilson pay carriers? Yes. Once a carrier's invoice is audited and reconciled, Wilson pays the carrier from the company's preloaded wallet.
How is Wilson priced? There's no subscription fee. Pricing is a percentage of the carrier payments that run through Wilson.

Conclusion

An accessorial without an explanation is a charge nobody checked. The 4 questions (requested, happened, right amount and who approves) take minutes when the booking is at hand. Wilson, by Cartage, audits every invoice against the booking and holds unplanned charges until a person approves them. The practical first step is to start Wilson on a few lanes and compare unexplained accessorials with how those lanes run today.

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