Customer Billing

Customer Billing manages invoices, customer payment status, and receivables follow-up.

Workflow

1. Review delivered loads.
2. Confirm documents and customer pay.
3. Move eligible loads to Ready.
4. Create billing packets or invoices.
5. Route factored invoices when applicable.
6. Record payment when received.
7. Review aging and follow up on overdue invoices.

Delivered tab

Use Delivered to review loads that have completed shipment activity but may still need proof of delivery, accessorial support, pay review, or customer billing setup.

Users with Make Adjustments can select a Delivered row and choose UNDELIVER when the load should return to Dispatched. A/R and every A/P carrier payment row must still be Delivered before ARK TMS opens the load-number confirmation.

Ready tab

Use Ready for loads approved for invoice action. Confirm invoice contact, required files, billing packet contents, customer pay, due date, payment terms, and Remit to profile.

Invoiced and Factored tabs

Use Invoiced to track invoices sent to customers. Use Factored to track invoices routed through a factoring company. Follow your team process for collections, factoring payment, and reconciliation.

Paid tab

Use Paid to confirm completed customer payment history. Review payment date, amount, invoice balance, and customer record when reconciling.

Common blockers

• Missing proof of delivery
• Missing accessorial support
• Missing invoice contact
• Incorrect customer payment terms
• Factoring instructions incomplete
• Load status not ready for billing
• Invoice already created

Billing packets and invoices

Use billing packets when the customer needs supporting documents grouped with the invoice. Review proof of delivery, accessorial support, invoice details, rate confirmation, customer instructions, and remit profile before sending.

Customer billing requirements control which file types must be attached before packet creation or invoice sending. Proof of delivery is the default requirement. If a customer has no required file types, invoice-only packets can be created.

The selected Remit to profile is locked when the billing packet is created. Recreate the packet if the invoice needs a different remit destination.

If invoice delivery is already in progress for a payment, wait for the retry to finish before sending again.

When a load with a Ready or Invoiced customer payment is revised, ARK can regenerate the revised invoice PDF even when QuickBooks is not connected. If the PDF is regenerated successfully, use the download link shown after saving the load.

EDI invoice delivery

Customers with an EDI shipper connection can be configured for Email packet, EDI 210, or Email + EDI 210 invoice delivery. Move to Invoiced uses the configured delivery method for eligible customer payments.

EDI 210 delivery requires an accepted production EDI tender linked to the load, complete invoice charge details, miles, line-haul rate, billed weight when required, and EDI runtime configuration. Non-EDI loads continue to use email delivery even when the same customer has EDI invoice delivery enabled.

Recording payment

When payment is received, record the payment date, payment amount, and any remaining balance. Match the payment to the invoice or factored receivable according to your process.

QuickBooks sync may run in the background after invoice or payment actions. Review the QuickBooks sync status panel for active, failed, reconnect-required, or retryable syncs.

Exports and reconciliation

Export invoice and payment details when reconciling customer payments, factoring remittances, aging totals, or cash receipts. Compare exports against source loads, invoices, and customer statements before changing payment status.