Invoicing and billing

Invoice customers for delivered loads, record payments, follow up on overdue invoices with AR aging and statements, and send invoices to your factoring company.

For admins

Invoicing turns delivered Dispatch loads into customer invoices. You attach the POD and BOL, mark the invoice as sent, record payments as they come in, and follow up on open balances with AR aging and statements of account. If you factor your invoices, you can send batches to your factoring company.

Before you start

• Feature: Invoicing is an optional feature (Invoicing & billing). It needs Dispatch, because invoices are built from loads. If you don't see Invoicing in the menu, contact EZ Logs support to turn it on.
• Who can do what: owners and carrier admins can create and change everything. Support users can view the pages but can't change anything. Drivers have no access. Every change is recorded in the audit log.
• Money: amounts are in US dollars. Each line is rounded to the cent once (quantity x rate), and totals are the sum of the rounded lines.
• Email: emailing invoices from EZ Logs is not set up yet. Use Mark as sent, then download the PDF and send it yourself. See Send an invoice.

Where to find it

Open the Invoicing group in the portal menu:

The Billing item in the account menu is your EZ Logs subscription. It is not related to customer invoicing.

Set up invoicing

Open Invoicing settings:

1. Numbering: choose the invoice prefix (for example INV-), the next number and the zero padding. The preview shows the next number. Credit notes have their own prefix (CN-). Numbers are assigned only when an invoice is issued, in order and without gaps. A number is never reused, so the next number can only move forward.
2. Terms and remit-to: set the default payment terms (for example Net 30, or 0 for due on receipt), your remit-to name and address, billing email and phone, payment instructions (for example ACH details) and a footer.
3. Fuel surcharge (optional): a percent of the line haul, or a flat amount per load. It is added to new invoices unless the load already has a fuel surcharge accessorial.
4. Detention (optional): an hourly rate. Detention is then billed from the stop arrival and departure times beyond the free time, in quarter hours (a started quarter hour counts), unless the load already has a detention accessorial.
5. Tax: none by default. Freight is generally not taxed. Set a default rate only if you need one.
6. Logo: upload a PNG or JPEG (up to 1 MB). It is printed on invoices.
7. Click Save settings.

Customer billing details

Open Customer billing, pick a customer and edit the billing details: billing emails (up to 5), payment terms (or the carrier default), an optional credit limit, factoring (Carrier default, factored or not factored), notes and the billing address. The due date of new invoices follows the customer's terms.

Create an invoice

You can start an invoice from Invoices > New invoice, from a delivered load (Create invoice), or from a customer in Customer billing.

1. Pick the customer.
2. Select one or more delivered or completed loads of that customer that are not on another invoice.
3. Choose whether to add the fuel surcharge and detention, then click Create draft.

The draft gets these lines for each load:

• Line haul from the load rate.
• The load's accessorials. Detention, layover and lumper keep their kind; a negative accessorial becomes a discount.
• Detention from the stop times, when a detention rate is set.
• Fuel surcharge, when configured.

The POD and BOL of each load (and the lumper receipt when a lumper is billed) are attached. Warnings show a load without a POD, a customer without a billing email, or a customer over its credit limit.

While the invoice is a draft you can change the dates, terms, bill-to, reference, notes and tax, add, change or remove lines (manual lines and discounts), add or remove loads, and choose which documents are attached. Click Save draft. A draft you don't need can be deleted; its loads can be invoiced again.

Send an invoice

1. Open the draft and click Mark as sent. The invoice gets its number and its content is locked.
2. Click Download PDF for the invoice, or download the bundle (the invoice followed by the attached POD / BOL documents in one PDF).
3. Send it to the customer from your own email.

Send email shows Email delivery is not configured until EZ Logs email is set up. Nothing is ever shown as emailed unless it really was.

Correct an issued invoice

Issued invoices can't be edited (only the internal note). To correct one:

• Credit note: credits part or all of the open balance, with a reason. It gets its own CN- number and reduces the balance. Use it for claims, short pays and price corrections.
• Void: cancels the invoice with a reason. It keeps its number and its loads can be invoiced again. Remove applied payments and void credit notes first. An invoice that was already submitted to a factoring company can't be voided.
• Void and reissue: voids the invoice and creates a new draft with the same loads, lines and documents. Correct it and mark it as sent; it gets a new number.

Record payments

1. Click Record payment (from Payments or an invoice).
2. Enter the customer, date received, amount, method and reference (check number, ACH trace). If a fee was withheld (for example a factoring or card fee), enter it as the fee: the full amount is applied and the deposit is the amount minus the fee.
3. Apply the payment to one or more open invoices of the customer. Fill oldest first applies it to the oldest due invoices.
4. Save. Invoices become Partially paid or Paid.

An overpayment, or a payment you don't apply yet, stays as unapplied customer credit. Open the payment to apply it later. You can remove an allocation (the invoice reopens), or Void payment for a bounced check. Payments are never deleted.

Follow up on open invoices

• AR aging shows open balances by customer: current (not due yet), 1-30, 31-60, 61-90 and 90+ days past the due date, as of any date. Unapplied payments are shown next to the balances. Download it as CSV or PDF.
• Statement of account (in Customer billing) lists the invoices, credit notes and payments of a period with a running balance, the open invoices and the aging. Download it as PDF or CSV and send it to the customer.

Factoring

1. In Invoicing settings, turn on factoring and enter the factoring company, its remit-to address, the notice of assignment and your account number. Factored invoices print the notice of assignment and the factor's remit-to.
2. In Factoring, click Create batch and pick issued, factored, open invoices.
3. Download the schedule of accounts CSV and the PDF bundle (each invoice followed by its POD / BOL) and send them to your factor.
4. Click Submit to mark the batch as submitted. Direct submission to RTS, Triumph or OTR needs a partner account and shows Direct submission is not configured for now.

When the factor pays you, record the payment with the method factoring and the factor's fee.

Accounting export

In Invoicing settings > Accounting export, pick a date range and click Export CSV. The file lists the issued invoices and credit notes (one row per line) and the payments (one row per invoice they were applied to). QuickBooks Online sync is not set up yet.

Fleet app

Owners and carrier admins see a Billing card on the fleet app home screen with the open and overdue totals, and can browse invoices (read only).