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 directly to customers. Use Factored to track invoices routed through a factoring company. The tabs are mutually exclusive and use the remit assignment locked at Ready. Before sending a collection reminder, check balances, selected invoices, recipients, and the message; separate multiple email addresses with commas or semicolons. If Collections email is missing, save it in the reminder review or confirm using the customer’s billing email. Select Copy organization billing email to send your billing inbox a copy.

Each reminder includes an invoice CSV with customer references and balances. Uncheck Attach invoice CSV to omit it. Including the CSV, the limit is five files per email and 2 MB across the batch.

Paid tab

Use Paid to review invoices with no remaining balance. Check whether each invoice was paid or closed without cash before reconciling receipts.

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.

Review customer-required documents when moving to Ready; include them before sending the invoice. Proof of delivery is the default requirement. If a customer has no required file types, invoice-only packets can be created.

The Remit to profile locks at Ready. To switch a factored invoice to direct billing, move it back to Delivered, make any charge corrections, then approve Ready with a Standard remit profile. Resolve any required QuickBooks corrections before continuing; for imported records, correct them in QuickBooks and choose Recheck accounting correction in Billing. Reconcile money actually received before voiding an incorrect payment.

Review the final packet before sending. If a required file is missing, add it in Edit packet. If delivery is in progress, wait for the retry to finish before sending again.

Saving eligible customer charge changes updates billing automatically for Delivered, Ready, and Invoiced loads. The revised total must cover receipts already applied and amounts reserved for payment. For Ready or Invoiced payments, use the revised invoice download link when shown after saving; QuickBooks is not required.

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. Invoices with negative charge lines cannot use EDI 210; choose email, customer portal, or manual delivery.

EDI 210 delivery requires an accepted production EDI tender linked to the load, miles, line-haul rate, billed weight when required, complete customer pay, and EDI runtime configuration. Use the most specific charge type supported by the partner's configured 210 mapping for each accessorial. Partner rules can send one customer invoice as multiple 210 transactions. Non-EDI loads continue to use email delivery even when the same customer has EDI invoice delivery enabled.

Recording payment

When payment is received, select invoices in one currency and choose Record receipt. Confirm the date, amount, method, reference, deposit account, and invoice allocation. For multiple customers, these details apply to all selected payments; allocate the full amount before choosing Post receipts. All selected payments save together, with one receipt per customer. If a possible duplicate blocks the batch, no payments are recorded; review that customer's payment separately.

With QuickBooks connected, choose an active account in the receipt currency; the configured receipt account is preselected when available. Use Apply unapplied cash when the receipt is already recorded but has not been applied to the invoice.

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.