CASHFISH FOR LOGISTICS

The fuel card
settles Friday.The freight bill
pays in forty-five days.

Margin in freight is set by the calendar as much as the rate. Diesel burns on Tuesday, the sub carrier bills on Thursday, the lease leaves on the 1st — and the customer pays whenever their terms say. CashFish reads both halves of that gap: costs as they arrive in the inbox, receivables as they age, and what each load actually kept.

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01Delivered Thursday, paid in November

The load takes a day.
The money takes a season.

The load drops Thursday, the invoice goes Friday, and the money arrives on whatever terms the customer signed — thirty days, forty-five, sometimes sixty. In the meantime the fuel card settles, the sub carrier wants paying, and the trailer lease leaves on the 1st regardless.

That distance between doing the work and being paid for it is where fleets get squeezed. Most operators meet it in the bank balance well before they can see it anywhere else.

MON 06:12The fuel card statement lands. Two hundred and forty lines, not one of them categorized.

TUE 11:40A sub carrier invoice gets disputed in a reply. It stays open, and it stays owed.

WED 09:05A customer is twelve days past terms. Nobody has picked up the phone about it.

THU 16:22The trailer lease renews itself next month. Nobody has reopened the terms since signing.

FRI 18:47The rate confirmation for Monday is four replies deep in a thread.

Five ordinary days. Not one of them is dispatch — it is all the paperwork the week leaves behind, and it is the part that decides whether the month was worth running.

02One month of moving freight, traced

Forty-one thousand
goes in. Eleven
comes out.

Nothing here is unusual — it is one ordinary month of hauling. What changes is that every deduction arrives as a document CashFish has already read, so the number at the bottom is a fact by the 3rd rather than a discovery in six weeks.

Customer invoices

Every freight bill you send is read back out of Gmail, Outlook or any IMAP inbox, with its terms and due date attached.

Fuel cards & tolls

Statements arrive as attachments and come apart into lines — station, date, amount — instead of sitting as one lump sum.

Sub carrier emails

The bill from the carrier who ran the lane for you is captured the moment it lands, disputed or not.

Inboxes are read every 5 minutes with 150 days of history imported on connection. Read-only bank sync, across 12,000+ banks, is part of Growth and above.

Freight invoiced

customer invoices, read out of the inbox the day they go

+$41,200billed this month

Drivers & subcontracted loads

payroll runs and sub carrier bills, extracted from email on arrival

−$12,400$28,800 left

Fuel & tolls

card statements, matched against what clears the account

−$9,700$19,100 left

Fleet recurring

leases, insurance, maintenance and telematics, tracked as the pattern they are

−$7,850$11,250 left

Margin on paper

Earned this month. Collected over the next forty-five days, on whatever terms each customer signed.

$0

03Cost per job

The rate is the easy number.
What's left of it isn't.

Four loads off one week's board, each one broken into the legs that ate the rate: diesel, tolls, the driver, the carrier who ran it for you. The green tail is what the load actually kept.

#218Northgate Foods

Portland → Boise · 412 mi · own truck

fuel $830tolls $172driver $1,130margin $468

$2,60018%

#221Westbrook Mills

Tacoma → Spokane · 280 mi · own truck

fuel $780tolls $145driver $1,225margin $800

$2,95027%

#224Calder Retail Group

Salem → Reno · 520 mi · subcontracted

sub carrier $1,780tolls $118margin $502

$2,40021%

#226Harbor & Co.

Boise → Ogden · 300 mi · own truck

thin lane · worth a look at the rate

fuel $610tolls $102driver $784margin $204

$1,70012%

Four loads off one week's board$9,650 billed · $1,974 kept · 20% across these four

Profitability by client and by vendor is a Scale feature — costs attach to the customer and the carrier they came from, and the thin lanes stop hiding behind the busy ones. On Growth you get the other half: what is owed, what is late, and what is still to come. Dispatch stays wherever you run it today.

fueltollsdriversub carrierkept

04Where it reports in

The inbox does
most of the hauling.

Almost everything a fleet needs to account for already arrives as an email. The rest connects.

Gmail

Freight invoices, fuel statements and carrier bills, read as they land

Available

Outlook

The same reading on Microsoft inboxes, plus any IMAP account

Available

Stripe

Card payments matched back to the invoice that raised them

Available

PayPal

Another place money arrives, sitting next to what is still owed

Available

QuickBooks

Existing freight billing history brought into CashFish

One-way import

Xero

The same one-way import for a Xero ledger

One-way import

Also Yahoo Mail, iCloud Mail, Zoho Mail and any IMAP inbox, plus Square, Google Drive, Dropbox, Slack, Zapier and webhooks. QuickBooks and Xero import one way into CashFish — nothing is written back to them.

05For the record

Read often. Counted plainly.

0 min

between checks of the connected inbox for freight bills, fuel statements and carrier invoices

0%

extraction accuracy on fuel statements, carrier bills and invoices

0+ hrs

a week subscribers get back from financial admin

Bank access is read-only and data is protected with 256-bit encryption (SOC 2 Type II, ISO 27001, GDPR). Every connection can be disconnected from settings at any time.

06Running underneath the fleet

Six things that keep happening
while the trucks are out.

None of them need you at a desk. Together they are the difference between running a fleet and reconstructing one at month end.

01

Billing, fuel and carriers report in on their own

Customer invoices, fuel card statements and sub carrier bills are read as they arrive in the inbox. From Growth, read-only bank sync adds what actually cleared, so what you owe and what you were charged stop being two different stories.

customer invoicesinbox
fuel card statementinbox
sub carrier billinbox
what actually clearedbank · growth
CHECKED EVERY 5 MIN

02

Operating costs sort themselves by category

Fuel, tolls, maintenance, insurance and telematics are classified on arrival and tracked as the recurring costs they are — so a fuel month running 11% hot shows up while the month is still running.

Fuel & tolls

$9,700+11%

Insurance & leases

$5,200

Maintenance

$1,400

Telematics

$1,250

03

A late payment gets flagged, not discovered

Every freight invoice carries its terms. The day one drifts past due it is flagged with the amount and the age attached, which is what turns a difficult call in week five into an easy one on day three.

Northgate Foodsinv 1187 · 12 days past terms$6,900

Westbrook Millsinv 1190 · due in 6 days$8,300

Calder Retail Groupinv 1181 · paid on time+$4,150

04

Rate agreements and leases give up their dates

Signed agreements are read for rate, term, notice period and renewal date, and each field is shown for you to check. On Scale, the renewal alert fires before a lease quietly rolls into another year.

RATENorthgate Foods · 12 months

RENEWSMar 1 · 30 days' notice

LEASETrailer · $1,180/mo · auto-renew

ALERT SET 30 DAYS OUT

05

Which customers are worth the miles

On Scale, revenue and cost map to the client and the vendor they came from. Some accounts pay for the fleet and some only keep it moving — this is the view that tells them apart.

Northgate

$3,200

Calder

$2,100

Westbrook

$900

MARGIN BY CUSTOMER · THIS MONTH

06

The weeks ahead, estimated from what's owed

Receivables, payables and the recurring costs you already have give a forward view of the account. It is an estimate built from history and terms, not a promise — but it is enough to see a tight fortnight coming.

ESTIMATE · NEXT 6 WKS$26,400 DUE ON TERMS

07Scale, and why

Connect the inbox and the bank.
The gap starts showing itself.

Receivables, fuel costs and payment schedules take shape the same day you connect. Scale is the plan because profitability by client and vendor, contract intelligence with renewal alerts and advanced forecasting live there — Growth covers the bank sync, payables and receivables side without the per-customer cost split.

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08Before the next load

Straight answers.

The invoice is flagged the day it passes its due date, and the receivables view shows the amount and how old it is. Nothing is chased on your behalf — you get the nudge at day three, while the call is still a courtesy rather than a collection.

The fuel cardsettles Friday.The freight billpays in forty-five days.

The load takes a day.The money takes a season.

Forty-one thousandgoes in. Elevencomes out.

The rate is the easy number.What's left of it isn't.

The inbox doesmost of the hauling.