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Providing Creative Solutions to Common Problems
Providing Creative Solutions to Common Problems
Unpaid freight invoices create serious cash flow problems for transportation companies that still face immediate costs like fuel, wages, and maintenance. Freight collection agencies specialize in recovering these outstanding payments while ensuring compliance with industry complexities.
Freight specialists understand the intricate billing disputes common in transportation: detention charges, accessorial fees, fuel surcharges, and the multi-party relationships between carriers, brokers, and shippers. They know how to resolve disagreements over damaged goods claims, disputed fees, and unclear payment responsibilities that general collection agencies often struggle with.
The best agencies balance aggressive debt recovery with relationship preservation. In this interconnected industry, today’s delinquent customer could become tomorrow’s valuable client once their temporary cash flow issues resolve. Professional freight collectors pursue legitimate debts firmly while maintaining the professionalism that keeps business doors open.
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Southwest Recovery Services: Get Your Money Back 20+ Years Experience | Texas-Based | Contingency Only – You Pay When We Collect
Built for Commercial Collections:
The Southwest Recovery Difference: ✓ Contingency only – no upfront costs ✓ Veteran collectors with respectful omnichannel outreach ✓ Priority sectors: trucking, logistics, contractors, oil & gas ✓ Clear reporting on account status and outcomes Trust & Results You Need: Nationally recognized ethical collections agency with 12 offices across six states. Compliance-first approach with no threats or guarantees. |
Professional freight collection follows a structured approach designed to maximize recovery while minimizing damage to the relationship.
The foundation of successful freight collections begins long before any collection effort actually starts. Carriers and brokers must issue accurate and detailed invoices immediately after delivery to establish a clear paper trail.
Complete documentation should include bill of lading numbers, pickup and delivery dates, itemized charges with clear descriptions, signed proof of delivery, and any relevant photos or inspection reports that support the charges being billed.
Professional collection agencies typically review your invoicing practices as part of their onboarding process to identify gaps in your documentation that could create unnecessary collection difficulties down the road.
Professional agencies implement systematic tracking to monitor invoice aging, identifying accounts approaching their due dates and flagging patterns that indicate payment problems.
Modern tracking systems categorize invoices by age, typically as current, 30 days past due, 60 days past due, 90 days past due, and 120+ days past due. The longer an invoice remains unpaid, the lower the recovery probability becomes.
Payment reminders sent just before and immediately after due dates resolve many potential collection issues before they escalate. Professional agencies use multiple communication channels, such as email, phone calls, text messages, and formal letters, to reach accounts receivable departments.
When payment reminders don’t produce results, agencies escalate to more persistent follow-up. This stage involves direct phone conversations with decision-makers, a detailed review of any disputed charges, negotiation of payment arrangements when immediate full payment isn’t possible, and documentation of all promises and commitments.
Accounts remaining unpaid after 60–90 days typically receive formal demand letters outlining the debt, setting a payment deadline, warning of potential legal action, and offering a final opportunity to resolve the matter voluntarily. These letters signal a shift from cooperative collection efforts to formal proceedings.
When all voluntary collection efforts fail, agencies may recommend legal action. This typically involves filing suit in small claims court for smaller amounts, pursuing formal litigation for larger debts, or obtaining judgments that enable the seizure of assets. Legal action represents a last resort because it’s expensive, time-consuming, and usually destroys any remaining business relationship.
Understanding collection agency pricing helps transportation companies budget appropriately and evaluate whether professional collection services make financial sense for specific accounts.
Most freight collection agencies operate on a contingency basis, meaning they charge a percentage of successfully collected amounts rather than upfront fees. Contingency fees typically range from 10% to 25% for commercial accounts, though rates can vary based on several factors.
Several factors influence the specific contingency fees percentage:
In addition to contingency fees, some agencies charge for specialized services. Skip-tracing fees for locating relocated debtors represent an additional cost that varies with complexity and the amount of investigative work required.
Legal action costs, including court filing fees and attorney retainers, are typically added to the judgment amount once the case is won. However, some agencies may require upfront payment for these expenses before proceeding with litigation.
Most reputable agencies provide transparent pricing without hidden charges. Before engaging any collection service, request a complete fee schedule and clarify which services fall under the contingency rate and which require separate payment.
Partnering with a professional freight collection agency delivers tangible advantages beyond simply recovering overdue invoices.
Below are some things to take into consideration when choosing the right collection agency for your business:
Southwest Recovery Services (SWRS) brings more than two decades of specialized commercial collection experience to the freight and logistics sector. Our deep understanding of transportation billing complexities, industry relationships, and regulatory requirements separates us from general collection agencies that lack freight-specific expertise.
Our approach combines advanced technology with personalized service, keeping clients connected to real people who understand their business. AI-guided tracking systems monitor every account across multiple communication channels, including phone, email, text, and mail, automatically updating contact information and flagging opportunities for intervention. Despite this technological sophistication, our founder remains personally involved in daily operations so that complex cases receive executive attention when needed.
We specialize in serving commercial businesses with $10 million to $100 million in revenue, with particular strength in trucking companies, freight brokers, logistics providers, and wholesale distributors. These industries face unique collection challenges, including mobile operations, complex corporate structures, disputed accessorial charges, and seasonal cash flow fluctuations that general agencies struggle to handle effectively.
Operating strictly on a contingency basis means zero upfront costs, no monthly retainers, and no fees unless we successfully recover your money. With 12 offices across six states, we provide geographic coverage for nationwide collections while maintaining the personalized service that larger agencies cannot deliver.
Our compliance-first approach protects your business from legal exposure by never using threats, harassment, or deceptive practices. Most importantly, we recognize that today’s difficult customer might be tomorrow’s valuable client, so our respectful communication style pursues legitimate debts firmly while preserving business relationships whenever possible.
Collection timelines vary significantly based on the debtor’s financial situation, willingness to communicate, and account complexity. Simple cases where the debtor acknowledges the debt often resolve relatively quickly through straightforward payment arrangements.
More complex situations involving disputes over accessorial charges or relocated debtors require additional investigation and negotiation, which considerably extends the timeline.
Accounts requiring legal action typically take the longest to resolve due to court procedures and judgment enforcement processes. Professional agencies provide regular status updates throughout the process so you always know where your account stands.
Agencies need the complete bill of lading, signed proof of delivery, detailed invoice showing all charges, debtor’s business name and contact information, correspondence history, and any contracts or rate confirmations.
If the debt involves disputed charges, such as detention or lumper fees, provide supporting documentation, such as timestamped photos or signed receipts.
Yes, experienced freight collection agencies regularly handle damage disputes.
These situations require careful documentation review, comparing the condition described in the delivery receipt, examining inspection reports or photos, reviewing insurance coverage and claim filing procedures, and determining whether the damage claim was filed within required timeframes.
Many damage claims lack proper documentation or miss filing deadlines, making them invalid defenses against payment. Professional agencies know how to challenge improper damage claims.
Bankruptcy complicates collections but doesn’t always eliminate recovery possibilities.
Professional agencies immediately file proof of claim in the bankruptcy proceeding, attend creditor meetings, monitor for fraudulent transfers, and explore recovery from personal guarantors.
Agencies experienced in bankruptcy proceedings navigate these situations far more effectively than internal teams.
Southwest Recovery Services combines over 20 years of specialized commercial collection experience with deep expertise in the trucking and logistics industries. Our AI-guided tracking systems monitor accounts across phone, email, text, and mail channels for optimal communication timing.
At the same time, our founder remains personally involved to provide strategic oversight for complex cases. We operate exclusively on a contingency basis with zero upfront costs, so you pay only when we successfully recover your funds. With 12 offices across six states, we deliver nationwide coverage with personalized service that protects your business reputation through compliance-first practices and relationship-preserving communication.
*Note: Recovery rates mentioned are for general reference only and not guaranteed. Actual results vary by account and industry. Contact Southwest Recovery Services for a customized quote.
We make it fast and easy to refer past due and delinquent accounts to our professional recovery agents. You decide the range on what you will accept on each case, and you ONLY pay a percentage of what we actually collect to resolve the case. Ready to get started, or want to learn more? Fill out this form and a dedicate account manager will call you to get started.
