Finance
Invoices
Raise customer invoices and carrier bills from the charges on delivered loads, combine several loads into one, print and send them.
The Invoices screen is one ledger for money in and money out. A customer invoice asks a customer to pay for the loads you moved for them. A carrier bill records what you owe a carrier for a load they hauled. Both are built by reading the charges on the load, so an accessorial that was entered on the load always reaches an invoice. You cannot type an invoice total by hand.
- Where
- Finance → Invoices (/invoices)
- Who can open it
- Anyone with Invoices · view. By default: Owner, General Manager, Finance Manager, Accounts Team, Sales Manager
- Who can create
- Invoices · create (Owner, General Manager, Finance Manager, Sales Manager by default)
- Who can send
- Invoices · edit
- Numbering
- Customer invoices start at INV-1001, carrier bills at BILL-1001, and each series continues from its highest number
- Saves to
- Invoice, the loads on it, their charges, the load feed and the audit log
What you see
Figures at the top
| Figure | What it counts |
|---|---|
| Billed | The total of every invoice on the side you are looking at |
| Outstanding | What is still unpaid on those invoices |
| Collected | Billed minus outstanding |
| Split-billed loads | Loads whose charges are billed to more than one party (for example the customer and the carrier) |
Two charts follow: By status (unpaid, part paid, paid, by value) and Outstanding by age (not due, 1–30, 31–60 and 60+ days past due). The figures and charts follow the side selector, not the status filter.
The list
| Column | Meaning |
|---|---|
| Invoice | The invoice or bill number. Click the row to expand it |
| Party | The customer (on an invoice) or the carrier (on a bill) |
| Container | Every container on the invoice, never cut short |
| Due | Issue date plus the party's payment terms in days |
| Total | The invoice total |
| Payment | Unpaid, Part paid or Paid |
| Age | How far past due the open balance is: not due, 1–30, 31–60 or 60+ days |
| Sent to | The email address it was last sent to, or Never sent. It shows red when sending is blocked |
Rows more than 60 days past due are tinted red. You can hide and show columns from the Columns menu; the choice is remembered in your browser.
Use the toolbar to filter:
- Which side: Customer invoices (the default), Carrier bills, or Both.
- Payment status: Any status, Unpaid, Part paid, Paid.
- Search: container, invoice number, load ID or party name.
Expanding a row
Click a row to see the arithmetic. The expansion lists the load IDs, then each charge line with its amount, then the total. Under it are the row's buttons:
| Button | What it does |
|---|---|
| Print PDF / Print again | Builds a fresh PDF of the invoice and files it in the Document center |
| Download PDF | Downloads the latest printed PDF (shown once one exists) |
| Send | Emails the PDF. If none has been printed yet, one is printed first |
Selecting rows
Tick several rows to see what a combined invoice of them would come to, totalled by charge type. If the selection covers more than one party, a red N parties badge warns you, because a combined invoice goes to one party. This preview is a reading only; it changes nothing. Clear empties the selection.
How an invoice is built
| Side | Subtotal | Accessorials | Total |
|---|---|---|---|
| Customer invoice | The Line Haul charges billed to the customer | Every other charge billed to the customer | Subtotal plus accessorials |
| Carrier bill | The carrier's rate on each load | Every charge billed back to the carrier (chargebacks) | Rate minus chargebacks |
Only charges that are not yet on an invoice are used. Once a charge is on an invoice it is linked to it and cannot be billed twice.
Create an invoice or a carrier bill
Open New invoice
Click New invoice in the page header. The button shows how many loads are ready, for example "New invoice (6 ready)".
Choose the side
In Make a, pick Customer invoice or Carrier bill. The list below shows the loads ready on that side, grouped by customer or carrier, with what each load would add.
Tick the loads
Tick one load, or several of the same party to combine them. The running total appears at the bottom, marked "combined" when there is more than one load. Up to 50 loads fit on one invoice.
Create it
Click Create invoice (or Create carrier bill). The button is disabled while loads of different parties are ticked.
When the invoice is created:
- It takes the next number in its series, today's date (in your company time zone) as the issue date, and a due date of issue date plus the party's terms in days.
- Each load records the invoice number, date and terms. A customer invoice moves the load to Invoiced.
- Each load's activity feed gets a line, for example "Invoiced on INV-1043 to Acme · due 2026-12-08 · combined with 2 other loads".
- For a customer invoice, the sales agent on each load gets a notification.
Which loads are ready
The server checks every load again when you click Create. These are the refusals you can see:
| Message | What to do |
|---|---|
| "LD-… is already on invoice INV-…" | That load is billed. Pick another, or raise a debit or credit note |
| "LD-… is In Transit. Only delivered loads (or loads ready to bill) can be invoiced." | Wait until it delivers |
| "LD-… has no charges billed to the customer. Add the charges on the load first." | Add the charges on the load record |
| "A combined invoice goes to one customer. Pick loads of the same customer." | Untick the other customer's loads |
| "LD-… already has carrier bill BILL-…" | The carrier side is already entered |
| "LD-… has no carrier, so there is nobody to bill." | Assign the carrier first |
| "LD-… has no carrier rate on it." | Enter the carrier rate on the load |
| "A carrier bill covers one carrier. Pick loads hauled by the same carrier." | Untick the other carrier's loads |
| "That comes to nothing. Check the charges on the load." | The total is zero or below |
| "Someone else just took that invoice number. Try again." | Two people created invoices at the same moment. Click again |
Cancelled and On Hold loads are never invoiced.
Send an invoice
Expand the row
Click the invoice in the list.Print (optional)
Click Print PDF if you want to check it first. Sending prints one for you when none exists.Click Send
The PDF is emailed and the Sent to column fills in with the address and time.
Printed PDFs are named by the document naming rule and appear in the Document center.
What is recorded
| Action | Audit entry | Also |
|---|---|---|
| Create a customer invoice | invoice.create with number, party, total and load IDs | Load feed line on each load; the sales agent is notified |
| Create a carrier bill | bill.create | Load feed line on each load |
| Send | invoice.send with the address it went to | The send is also logged on the document |
Good to know
- The list shows only loads you are allowed to see. A sales agent sees invoices for their own loads only (R9).
- Payments are not recorded here. Record customer payments on Receivables and carrier payments on Payables.
- If New invoice is greyed out, your role does not include Invoices · create.
- With nothing ready, the New invoice window says "Nothing ready to bill".