Invoicing

This article gives an overview of Invoicing in LoadOps

Overview

During load creation and any time after, the details of line items related to any load can be adjusted on the Invoice tab.  Once a load is completed, LoadOps creates an invoice automatically that can be emailed or shared with your customer from within the app.

To access the invoice of a load, click into a load and then the Invoice tab.

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Alternatively, go to the Finance ➡️ Invoices section and all loads in the Completed ➡️ Paid status would appear there as well.

Add Invoice Accessorial Items from the Load

Once a load is marked as complete, an invoice is created and appears on the Invoice page (Finance ▶️ Invoices) as well as within the Invoice tab of that particular load. 

To add or modify a load invoice item, select Load ➡️ click the invoice tab. Alternatively, you can browse the load from the Invoice section (Finance ➡️ Invoices ➡️ click on the Invoice #).

You can edit the already added invoice item(s) by clicking the item as shown in Image 2 and editing the details as shown in Image 3.

Image 2

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Add a New Accessorial Item

To add a new invoice accessorial item, click on Add Accessorial Item located on the right side of the screen.

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Select the required Accessorial Item and enter the details associated with it. 

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Receive Payment

If your customer has paid for the invoice, you can click on Receive Payment 

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You can enter the Amount or scroll the bar left to the Amount, select the Payment Date, enter the Reference Number

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You can mark this payment as Advance Payment by selecting the Advance Option as above.

Invoice Settings

Under the Invoice Settings, you can edit the Customer Name, Contact Info, Invoice Term, Load Completion Date, Loaded Miles, Empty Miles, and Internal Invoice Notes as shown below.

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Factoring Information

Under Factoring Information, you can edit the Factoring Company, Factoring Commission, Factoring Status, and Message on Invoice as shown below.

NOTE: If the Company is not mapped in your factoring integration, you will not be able to submit the invoice to factoring

 

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Preview, Download, or Email Invoices

Once you are ready to send your invoice, you can preview, download, or email the invoice from the invoice section or from the load itself.

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Use the options highlighted above to perform the following actions:

• Download or Preview
  • You can download or preview your invoice using this option. A sample downloaded invoice is shown below:

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• Email
  • If the email ID of the customer is available, you can directly email the invoice and all related load documents to the customer. Otherwise, enter the email ID and send the email as shown below.
  • The invoice and load documents will be combined into a single PDF that will be attached to the email.
  • Upon sending the email, there is an option to mark the load as Invoiced

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Change the Status of Invoices

You can find all the invoices under Finance ▶️ Invoices.

There are three types of Invoices: Ready to Invoice(Completed), Invoiced, and Paid. Click on any of the states to find the invoices related to that type.

You can select any invoice and click on "Change Status" at the bottom of the screen to change the status of the invoice.

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You can click on "Sync with QuickBooks" at the top right of the screen to sync invoices with QuickBooks as shown above.

You can also send an Email or perform Factoring Action by selecting the invoice as shown above.

Filter Invoices

You can filter Customers by Customer Name, Contact, and Type as shown below.

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Click on All Filters as shown above to apply a wide variety of filters.

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Click on the settings or gear icon adjacent to the All Filters option as shown in Image 14 to show/hide columns as shown below.

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You can also download all the Invoice details by clicking on "Download Table Data" as shown above.