Billing and Payments

Billing connects delivered loads, customer invoices, carrier settlements, payment status, factoring, pay holds, and reconciliation.

Billing areas

• Accounts Receivable: customer billing and payment collection.
• Accounts Payable: carrier settlements and carrier payments.
• Factoring: factored receivables and payment routing.
• Invoice remit profiles: invoice destination and billing packet routing.
• Payment Terms: customer and carrier payment timing.
• Pay Holds: loads or payments held for review.
• Reports and exports: aging, cash flow, reconciliation, and payment files.

Accounts Receivable statuses

• Delivered: load delivered and waiting for billing review.
• Ready: approved for invoice action.
• Invoiced: invoice has been created or sent.
• Factored: invoice is routed through factoring.
• Paid: customer payment has been recorded.

Accounts Payable statuses

• Delivered: carrier payment is waiting for review.
• Ready: payment is approved for settlement or payment action.
• Pending: settlement or payment batch is waiting for completion.
• Paid: carrier payment is complete.

Billing readiness checklist

• Team selection is correct when your organization uses teams.
• Load status is correct.
• Required documents are uploaded and approved.
• Proof of delivery is attached when required.
• Customer billing profile is complete.
• Carrier payment details are complete.
• Pay amounts and accessorials are accurate.
• Vendor expense rebills are linked correctly when third-party costs should be charged to the customer.
• Factoring instructions are current when factoring applies.
• Holds are resolved or intentionally left in place.
• Due dates match customer and carrier terms.

Common billing tools

• Teams, filters, and search: narrow queues by team, customer, carrier, date, status, hold state, or other visible fields.
• Selection totals: review totals before batch actions.
• Billing packets: group invoice documents for customer billing when needed.
• Remit to selection: choose the invoice remit profile before packet creation.
• POD upload: attach proof of delivery from billing workflows.
• Adjustments: review warnings before changing pay after billing work has started.
• Undeliver: return eligible Delivered loads to Dispatched when billing review finds the load was delivered by mistake.
• Vendor expense rebills: customer charges linked from vendor expenses should be reviewed from the source load before invoicing.
• Payment recording: capture payment date, amount, and status.
• Settlements: review carrier pay before marking payment complete.
• ACH/Nacha batches: review carrier payment files before release.
• Exports: compare billing queues, payment records, and reports during reconciliation.

Undeliver from billing

Users with View Billing and Make Adjustments can undeliver eligible loads from the Delivered tab in Accounts Receivable or Accounts Payable. Select the delivered row, choose UNDELIVER, then type the load number in the confirmation window.

ARK TMS checks both billing sides before the confirmation opens. A/R must still be Delivered, and all A/P carrier payment rows must still be Delivered. If either side has moved forward, move that billing record back to Delivered first.

Delivered loads can be deleted while both billing sides are still Delivered and no active pay holds or downstream billing activity exist. Downstream activity includes invoices, settlements or payments, billing emails, generated packet files, adjustments, Nacha records, and QuickBooks invoice, bill, or payment sync records.

Clear or reverse downstream billing activity first. Then delete the load when it should be removed, or use UNDELIVER when it should return to active dispatch work.

Teams

When teams are enabled, billing queues and payment actions follow the teams selected in the dashboard. Use All teams for cross-team review, or select one team when working a specific branch, desk, or customer group.

Exports and totals should be reviewed with the current team selection in mind.