Load Financials And Invoice

Overview of the load financials and invoicing

Overview

This section within each load contains the details for the customer invoice and settlement for your driver, allowing you to view and manage the total income and expenses associated with a particular load.

Invoice

Within the web app, go to Loads ➡️ select a load ➡️ and click the Invoice tab. The first section pertains to the invoice and has various details associated with the customer and invoice.

1. Details of the Customer who is being invoiced
2. Completed On the date (will populate once the load has been marked as Completed)
3. Invoiced On the date (will populate once the load has been marked as Invoiced)
4. Paid On the date (will populate once the load has been marked as Paid)
5. Required Documents from the driver
6. Loaded Miles and Empty Miles of the load (these are editable)
7. Invoice Terms, such as Due on Receipt, Net 15, and Net 30
8. Terminal name (if applicable)
9. Invoice Notes for the customer

                                                          (Image-1 Above)

 

                                                      (Image-2 Above)

 

If the load is to be factored, additional fields will reveal as shown (see Image 3 below). For more information on how to factor loads in LoadOps.

 

Modifying and Adding Pay Items

1. To edit an existing pay item, click the Arrow to the left of the Revenue Base, From the drop-down, you can edit and change the Base revenue of the load
2. To add a new item, click Add Accessorial Item, and complete the form as needed (see Image 4 below)

                                                        (Image-4 Above)

Invoice Setting

Using this Section  (see Image 5 below), you can edit the invoice in the following ways:

1. Update the Invoice Terms to either Due on Receipt, Net 15 Days, or Net 30 Days
2. Modify the Loaded Miles and Empty Miles (helpful for contracted freight)
3. Add Invoice Notes for your customer
   
   

                                                                           Image-5

 

Once the load is marked as Completed, the remaining invoice actions are activated (see Image 6 below). Use these icons to:

1. Download the invoice as a PDF
2. Preview the invoice on a new browser tab
3. Email the invoice to your customer (or factoring company if the load is to be factored)
   
   
   
   
   
   
   

Emailing the invoice

Click the envelope (see Image 7 below) to send the invoice, and all supporting load documents, to your customer (or factoring company).

                                                                   (Image-7 Above)

 

Here are some details associated with the options within the Email Invoice popup window (see Image 8 below):

1. The email associated with the Primary Contact of the Customer or Factoring Company will be automatically pulled into the To field
2. The email associated with your current LoadOps login profile will be automatically pulled into the Cc field
3. The Subject and Body of the email can be modified
4. Select the Attachments your customer will receive along with the invoice, such as the Rate Confirmation and Proof of Delivery (these documents will be combined into one PDF and attached to the email)

If the checkbox Mark Completed Load(s) as Invoiced is selected, the load will be marked as Invoiced after you click Send.

When you are ready, click Send! Your customer will receive an email with the invoice and all load documents.

                                                                           (Image-8)

 

 

Settlement Expenses

If your driver has Load Rate Payment Terms set, the amount he or she will be paid will automatically calculate within this section

The Status field relates to the Driver Settlement section (Finance ➡️ Settlements). Once the load is marked as Completed, the details of the driver settlement expense would be sent to Finance ➡️ Settlements ➡️ Pending Settlement section and this field would be marked as Pending

 

Once a driver settlement has been created that includes this load, the Status field would be marked as In Review.

 

Once the driver settlement has been finalized, the Status field would be marked as Closed

 

Modifying and Adding Pay Items

There are a few ways to modify the driver settlement for a load:

1. To edit an existing pay item, Click on the driver name which will redirect to the Driver payment section. 
2. To add a new item, click Add Line Item, and complete the form as

 

Here are the various pay items you can add to a driver’s settlement expense:

Driver Settlement Pay Items Available

 

Recalculating

Use the icon as shown below to recalculate the settlement expenses for the driver (see the image below). This is especially helpful if the driver’s payment terms were modified after the settlement was calculated. This will override the existing calculations and pull in any new payment terms.