Invoice Statuses: What Do They Mean?
To get started with invoicing, navigate to the Accounting option in the left menu and select the Invoicing tab. Here, you'll find the five key statuses an invoice can be in. Understanding each is essential for managing the invoicing process:
Incomplete
Incomplete
Loads in this status are either delivered or on TONU, but haven’t progressed to the next stage yet. These loads are typically missing critical information such as:
A billing method
Billing contact details
Required documents on the customer profile
Customer-specific document requirements
In cases where a load has been reverted to Incomplete, you can easily check the Reason Incomplete column to see what needs to be fixed.
Released
Released
Once all required documents and information are attached and validated, the load is marked as Released. At this point, an invoice can be generated.
You can select the load and use the options to either:
CREATE the invoice, which moves the load to the Queued status, or
CREATE & SEND, which generates the invoice and immediately emails it to the customer, moving the load to Invoiced.
Queued
Queued
In this status, the invoice has been created but has not yet been sent to the customer. You can multi-select loads in the Queued stage and use the Send Invoice option to quickly send out invoices.
Invoiced
Invoiced
When the invoice is sent to the customer or factoring company, it enters the Invoiced status. If no payment has been received, you can resend the invoice or send a payment reminder directly to the customer.
Payment Discrepancies
Payment Discrepancies
This status helps identify loads where customer payments have been applied, but there’s an outstanding balance or credit due. This makes it easier for your billing team to follow up with customers directly regarding any discrepancies.
Bulk Move Loads to Released
A major update has been introduced to help streamline your invoicing process—especially beneficial for larger clients with hundreds of loads to manage daily. You can now multi-select loads from the Accounting > Incomplete tab and move them to Released in bulk.
How It Works:
Select Multiple Loads: In the Accounting > Incomplete tab, select more than one load from the Delivered status.
Bulk Move to Released: A modal will appear showing how many loads you've selected. You can then quickly move them all to the Released status with a single click.
This feature dramatically reduces the time spent individually updating each load, making the invoicing process faster and more efficient.