Carriers can invoice their customers by uploading a PDF, PNG, or JPG of their invoice within Shipwell. This can be done via the Shipwell web app or the Shipwell mobile app. Here is a 3-minute video covering the process at:
Once an Invoice has been received then the information is generally processed, run through First Pass Match, and the results displayed within Shipwell in under 30 seconds. Uploaded Invoice information extracted includes when available:
Invoice #
Invoiced Total
Carrier Name
Carrier Due Date
The ‘In-App Uploaded Invoice’ capability must be turned on for customers and their carriers they wish to use it. Further, ‘In-App Uploaded’ invoices is a beta feature and the ‘Beta Feature Awareness’ section below should be reviewed.
In-App Uploaded Invoice Walkthrough
Follow these steps to invoice your customer by generating an in-app created invoice within Shipwell:
Login to Shipwell https://auth.shipwell.com/
On the Shipment Dashboard page click on the Shipment ID that you are seeking to update and this will take you to the Shipment Details page for the shipment
On the Shipment Details page select the ‘Financials’ tab to go to where the shipment financials are located. Verify that the shipment financials are correct. If not, make sure to update them for any additional charges prior to uploading the invoice. Click the following link to access a video and step-by-step instructions on this process.
Click on the ‘Documents’ icon on the side panel and select ‘Upload’ and then select your document and make sure to select ‘Invoice’ as the ‘Document Type’ and enter a description and press ‘Save’.
Once this occurs, and ‘In-App Uploaded Invoice’ functionality has been activated, then the invoice will be processed. The resulting information extraction after being run through First Pass Match is displayed both in the ‘Invoices Sent’. This generally takes less than 30 seconds. If you press the refresh button on your browser or come back to this page later you will see the high-level invoice information displayed in the ‘Invoices Sent’ card.
There are several exceptions that you can see immediately in this example, namely: 1) the invoiced amount is greater than the amount originally agreed upon, 2) there is a missing POD, and 3) the shipment has not been marked as ‘Delivered’.
In order to speed up getting paid, it is recommended that these exceptions be resolved or an explanation be provided to your customer.
You can resolve the missing POD (Proof of Delivery) exception by uploading a POD similar to how you uploaded the invoice.
You can resolve the not delivered exception by recording the delivery date and time within the ‘Details’ tab of the same page.
You cannot resolve the financial variance exception but you can both provide an explanation to your customer via in the in-app shipment messaging along with initiating the suggested adjustment within the ‘Customer’ shipment financials card above ‘Invoices Sent’. Click the following link to access a video and step-by-step instructions on this process.
Follow the communication process indicated by your customer. One often used communication process is the in-app shipment messaging to help provide context on why a difference may have arisen.
If you mistakenly sent this invoice with missing or incorrect information then you can ‘Cancel’/'Void' it by selecting the ‘Reviewing’ pill and selecting ‘Cancelled’. Note once an invoice has been ‘Scheduled’ or ‘Paid’ by your customer then this option is not available.
If you need to review the documents attached to the invoice select the clipboard ‘Docs’ icon and a ‘Settlement Documents’ window will open with the documents that were attached to this invoice. You can see a pdf ‘Invoice’ you uploaded along with other invoice related documents under the ‘Docs’ icon.
The uploaded invoice process provides a convenient way for you to submit invoices to your customers within Shipwell and helps your customer quickly review and process your invoices. Note that if you sent an inbound EDI 210 invoice or created an in-app carrier generated invoice then it would similarly show this type of ‘Invoices Sent’ box within the Shipment Details page.
Beta Feature Awareness:
As a beta feature, users should be aware that there will be an increased volume of changes and enhancements to functionality along with minor disruptions potentially. We aim at keeping disruptions to a minimum and in the spirit of making the feature better. We will communicate any planned disruptions in advance.
Uploaded Invoices leverages machine learning to extract information from Invoices. Shipwell believes that it does so with significant accuracy, but like any technology it is not perfect and there is the possibility of mistakes.