Turvo's TriumphPay Audit integration

Turvo integrates with TriumphPay Audit (formerly HubTran) to allow easier collection, auditing, and validation of shipment documents received from carriers. Using optical character recognition technology (OCR), TriumphPay Audit can automatically match documents to Turvo shipments, detect the document type, and check that costs match costs entered on the shipment.

Note: If you are new to TriumphPay Audit, we recommend reviewing the user guide and video tutorials on TriumphPay Audit's Help page before proceeding (this requires a TriumphPay Audit login).

This article covers:

• Integration overview
• Turvo's TriumphPay Audit integration setup
  
  • Data flow
• Carrier profiles
  
  • Processing Documents in TriumphPay Audit
    • Key points when using TriumphPay Audit integration
  • TriumphPay Audit to Turvo document type mapping
• Troubleshooting

Integration overview

TriumphPay Audit ingests documents that are sent via email, typically from a carrier to a logistics service provider. TriumphPay Audit also receives shipment information from Turvo to match documents to the correct shipment.

An email forwarding mechanism sends the email that was sent to the LSP into TriumphPay Audit. For instance, a carrier can attach their invoice and BOL and send them to accountspayableexample.com. The LSP must set up email forwarding from their email client to a @triumphaudit.com email that corresponds to their instance of TriumphPay Audit. The attached docs will then be imported into TriumphPay Audit.

Note: Documents shared in any way other than email (i.e. created and shared from carrier tenant or uploaded from driver app) will not interact with TriumphPay Audit and would need a vetting process outside of TriumphPay Audit.

The accounting team at the LSP can review documents received in TriumphPay Audit and approve them via a partially automated, partially manual process.

When an accounting rep has reviewed the document, they will approve it in TriumphPay Audit and that will trigger TriumphPay Audit to send the document to the correct shipment in Turvo. The document will appear on the Documents tab and the Timeline will display an event indicating it was received via TriumphPay Audit.

Turvo's TriumphPay Audit integration setup

The integration with TriumphPay Audit can be set up within Integration Hub. Navigate to Admin Console > Integration Hub and select the HubTran tile.

Note: Only Admins and above can configure integrations in Integration Hub. To learn more about Integration Hub, see our Integration Hub article.

Follow the instructions contained within each expandable section on the Integrate page to establish the connection.

Important Note: The API user selected cannot have any other API profiles. 

Alternatively, you can review all instructions at once and additional details on the About page.

Data flow

Once the connection is established, TriumphPay Audit will fetch two months of shipment data and all carriers, customers, locations, and factors via Turvo’s Public API. After the initial ingestion of data, Turvo and TriumphPay Audit communicate via Webhook and our Public API. Going forward, any time a change is made to any of the aforementioned entities, that change will be pushed to TriumphPay Audit.

TriumphPay Audit receives updates from Turvo as the system of record for shipment data. Newly-created shipments will be ingested upon creation. Documents are ingested from TriumphPay Audit once they are approved by a user in the TriumphPay Audit dashboard.

Important note: Turvo does not allow the use special characters in carrier invoices. Carrier invoices will not process in Turvo if they contain special characters. However, TriumphPay Audit includes a setting that removes special characters from carrier invoices. Contact your TriumphPay Audit representative to have this setting enabled (it is not a setting you can modify in TriumphPay Audit):

When sending the documents to TriumphPay, Turvo applies the following checks:

• The carrier order should be available and the invoice must be approved for invoices to be shared with TPay.

• If the carrier order is deleted and the invoice is approved, the invoice is not shared.

• If the carrier order is created, the invoice is approved, and the carrier is marked 'Inactive' after that, then invoice is shared.

  • If the carrier is 'Inactive', yiu cannot create carrier orders for that carrier.

• Turvo does not automatically apply a payment when receiving a carrier invoice in the Approved status.

• Turvo only notifies whether there is an existing invoice on the shipment to TriumphPay, not specific document types like a POD. If a carrier uploads just a POD via the Turvo app, the customer won’t have visibility to this within TriumphPay. It will not overwrite the existing POD, it will create a secondary document.

Carrier profiles

Additionally, you will need to make sure all your carriers have the correct email address set in their carrier profile so TriumphPay Audit can detect the carrier who sent the documents.

Navigate to the carrier profile Details tab > General section > Profile segment and make sure the correct email address is added, set at type = Main, and marked Primary in the carrier profile. This email will be used by TriumphPay Audit to identify the carrier when documents are received.

Using Turvo's TriumphPay Audit integration

The TriumphPay Audit Dashboard is where your accounting team will be able to review ingested documents prior to approving them and sending them to Turvo.

TriumphPay Audit can automatically detect what kind of document has been received using AI and optical character recognition (OCR), which means it recognizes certain cues from the text on the document. It also automatically knows the correct carrier based on the contact email address from which the email originated (this corresponds to the email address marked as Main & Primary in the carrier’s profile in Turvo). It can also group documents if multiple documents are sent for different shipments all within the same email.

When an email with documents is received from the carrier, it will appear on the New tab within the dashboard. From the New tab, accounting reps can see the email subject line, who the email is from, when it was received, and who the carrier is (shown below). 

They must click Process This to make approvals before it is ingested to Turvo. Without processing, documents will not be sent to Turvo.

Processing Documents in TriumphPay Audit

Processing includes validating the shipment ID that the document should be associated with--TriumphPay Audit may be able to ID the right shipment based on OCR, but a human will always need to validate. The accounting rep can use the shipment ID to find the shipment in TriumphPay Audit and then assign it to the document if needed.

Processing also includes making sure the costs are correct and checking any other pertinent information. If issues exist, TriumphPay Audit will notify you with an Exception alert, which can appear within the document processing screen and within the Exception tab of the TriumphPay Audit dashboard.

For instance, If there is a discrepancy between the cost on an invoice in TriumphPay Audit and the expected amount based on the costs added on the Turvo shipment, an exception will appear. The accounting rep will need to either go back to the carrier to have them correct the invoice, or adjust the costs in Turvo to match the invoice.

When documents have been processed, they move to the Processed tab. From the Processed tab, the accounting rep will need to click Approve This to trigger ingestion into Turvo. Documents will be ingested into Turvo in Approved status.

Key points when using the TriumphPay Audit integration

1. If a carrier invoice already exists on a shipment, TriumphPay Audit will not be able to add another. The existing carrier invoice must be archived in Turvo first before the invoice from TriumphPay Audit can be ingested.
2. If a corrected/adjusted invoice needs to be added to a shipment, the original carrier invoice would have to be archived OR an additional carrier segment would need to be added to the Carriers block in the shipment.

TriumphPay Audit to Turvo document type mapping

Use the below table to understand how different TriumphPay Audit document types will be categorized when ingested into Turvo.

Troubleshooting TriumphPay Audit 

• If shipment creations and updates are not syncing to TriumphPay Audit, you can trigger the system to send the updated shipment data by updating the shipment status from Delivered to En Route and immediately reverting it back.

• If the shipment invoice amount in TriumphPay Audit differs from the amount shown in Turvo, check to see if there is already an invoice in Turvo for that shipment. TriumphPay Audit will subtract the amount of the invoice from the shipment amount, changing the displayed shipment amount in TriumphPay Audit.

• If the webhook setup on TriumphPay Audit's end has localhost in the URL, replace it with http://my-sandbox.turvo.com 

• Turvo only supports the use of alphanumeric characters and does not support the use of special characters when ingesting documents from TriumphPay Audit ( e.g. #, $, &, etc.). If you do not see a document in Turvo please check if special characters are being used in TriumphPay Audit. TriumphPay Audit also has a configuration that prevents the use of special characters within their platform. Contact TriumphPay Audit for assistance with enablement of this feature.

• When items are Approved in TriumphPay Audit, they sync the documents to Turvo and create an invoice in Received status. Reach out to your TriumphPay Audit representative to configure this.