Bill a shipper for detention and accessorial charges with proof
Builds an accessorial invoice backed by timestamps and contract terms, plus a firm email that gets detention paid.
The prompt
Help me bill a customer for detention and other accessorial charges and get paid.
Customer and load: [SHIPPER OR BROKER, LOAD NUMBER, PICKUP AND DELIVERY LOCATIONS, DATES]
Charges to bill: [detention, layover, lumper, TONU, driver assist, redelivery, extra stop]
Our rate terms: [e.g. "2 hours free, then $X per hour", from rate confirmation, contract, or tariff]
Notice requirements in our agreement: [e.g. "notify within 1 hour of free time ending", "submit within 7 days"]
Timestamp evidence: [appointment time, arrival, check-in, loaded or unloaded, departure - and source: ELD geofence, gate log, signed BOL in/out times]
Notifications we sent: [WHO, WHEN, HOW]
Customer pushback so far: [e.g. "driver was late", "no prior notice"]
Do the following:
1. Calculate billable time from appointment or arrival (whichever our terms use) minus free time, and show the math.
2. Check whether we met every notice and paperwork condition; flag anything that weakens the claim.
3. List the documents to attach.
4. Draft the invoice line items with descriptions.
5. Draft a short email to the customer's AP or carrier rep: facts, terms, amount, documents, due date.
6. Draft a firmer follow-up for if they deny or ignore it.
Also give me 3 process changes so detention is captured automatically next time (driver check-in prompts, rate con language, geofence reports).
Use only the rates and times I give you; mark gaps [ADD]. Do not overstate what the contract says.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Finance & Accounting prompts
What to fill in
- WHO, WHEN, HOW
- e.g. "driver was late", "no prior notice"
- ADD
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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