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.

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.

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.