Finance
Payables
What you owe carriers, soonest due first, how to pay a carrier bill (or its factoring company), and how to raise an early payment request.
Payables is the carrier side of the money. The top list is your payment run: every carrier bill with money still open, the one falling due soonest first. The second list is carriers asking to be paid sooner than their terms, such as quick pay. Those requests are decisions, so they go to Approvals.
- Where
- Finance → Payables (/payables)
- Who can open it
- Payables · view. By default: Owner, General Manager, Finance Manager, Accounts Team
- Who can pay a bill
- Payables · edit (Owner, General Manager, Finance Manager by default)
- Who can raise a request
- Payables · create
- Who decides a request
- Payables · approve, on Approvals (Owner, General Manager, Finance Manager by default)
- Saves to
- Payment, the load, PayableRequest, the load feed and the audit log
What you see
Filters
| Filter | Shows |
|---|---|
| All open | Every carrier bill still to be paid |
| Past due | Bills past their terms. "Carriers stop taking your loads over this." |
| Due in 7 days | Bills falling due within seven days |
| Pays a factor | Bills owned by a factoring company: the money goes to them, not the carrier |
| Cannot send | Carriers with no FMCSA-registered email on file |
Two charts sit under the filters: Due by week and Pay to (carrier, factor, or cannot send).
The list of bills
| Column | Meaning |
|---|---|
| Container | The container on the load |
| Carrier | Who hauled it |
| Bill | The carrier bill number |
| Due | Bill date plus the carrier's terms in days. Red when late |
| To pay | What is still open |
| Paid | What has been paid so far |
| Standing | 12 days late, In 3 days (or Due today) inside a week, otherwise "In N days" in grey |
| Pay to | Carrier, or the factoring company's name. Flagged when there is no FMCSA email |
The amount to pay is the bill's own total (the carrier's rate less chargebacks) where a bill was entered on Invoices. Otherwise it is the carrier rate on the load.
Early pay requests
| Column | Meaning |
|---|---|
| Request | quick pay, advance on delivery, fuel advance or accessorial |
| Carrier | The carrier asking |
| Amount | What they asked for |
| Decision | Pending, Approved or Rejected |
| Asked by | The member of staff who raised it |
| Reason | Why the carrier is asking |
With no requests, the list says "No requests · Quick pay and advances land here".
Pay a carrier bill
Click Mark paid
The button is in the page header. It opens the "Pay a carrier bill" window. It is disabled when nothing is open or your role cannot pay bills.
Choose the bill
Pick the bill. Under it you see the open amount and who to pay. A factored carrier shows the factoring company in amber, "(factoring company — not the carrier)", with its remit-to address.
Enter the payment
Fill in Amount, Date paid, Method, Reference and an optional Note. ACH and Wire need a reference.
Click Mark paid in the window
The bill's paid figure and standing update.
A payment larger than what is open is refused. Each payment is its own row, writes a line to the load's feed, an audit entry payment.pay, and an automation event for Auto pilot.
Raise an early payment request
When a carrier asks to be paid early, record the ask here so an approver can decide it.
Click Send to payables
The button is in the page header and opens the "Early payment request" window. It lists loads that have a carrier and money still owed to it.Fill in the request
Choose the Load, the Request type, the Amount and Why the carrier is asking.Save
Everyone who can approve is notified, and the request appears on Approvals.
The server refuses a request when:
- The load has no carrier ("LD-… has no carrier to pay.").
- The amount is more than is still owed to the carrier on that load.
- The same kind of request is already waiting for that load ("LD-… already has a quick pay request waiting on Approvals.").
A sales agent can only raise requests on their own loads (R9). The request writes an audit entry payable.request.
Which bills appear
Related
- Invoices: enter a carrier bill
- Approvals
- Carriers: factoring company and FMCSA email
- Carrier portal: carriers see their payments and statement