Transport and delivery: Invoicing software for boat transporters
Invoicing software for boat transporters that turns the boat moved, the lifting and any waiting time from the closed job card into a checkable invoice with a payment link.
Where invoices stall for boat transporters.
A run for a boat transporter involves more than transport. There is lifting, sometimes by a hired crane, waiting time at a marina that was not ready, an escort for a wide load or an extra trip for the mast. Back at the office, all this is pieced together from the quote, the driver's notes and the crane firm's bill. If that crane bill arrives weeks later, the run stays open. An owner who does not see waiting time in the quote will dispute it. Invoices go out later as a result, get paid later and sometimes contain items that are hard to justify.
Invoicing software for boat transporters
Example- 1
Combine run and job card
DoneOnce the job card is closed, the parts of the run sit together: transport as quoted, the lifting, recorded waiting time with start and end, and extras such as an escort or a separate mast trip.
- 2
Review differences from the quote
In progressThe office sees where reality differs from the quote: more waiting time than the agreed limit, a mobile crane that was not planned or a run that was moved.
- 3
Send invoice with payment link
NextThe invoice goes to the owner or yard with a breakdown per item and a payment link.
From finished work to paid invoice.
Combine run and job card
Once the job card is closed, the parts of the run sit together: transport as quoted, the lifting, recorded waiting time with start and end, and extras such as an escort or a separate mast trip. Every item points to the job card or quote, so the basis is visible straight away.
Review differences from the quote
The office sees where reality differs from the quote: more waiting time than the agreed limit, a mobile crane that was not planned or a run that was moved. Each difference carries the reason and the driver's photo or note. The office decides whether the difference is charged on.
Send invoice with payment link
The invoice goes to the owner or yard with a breakdown per item and a payment link. Costs of a hired crane are filled in once the bill arrives. If payment does not come, reminders go out on their own, and every run shows whether its invoice is open or paid.
Invoicing from the same software.
Invoices are currently mostly made separately, from the quote and whatever the driver passed on, while bills from crane firms and marinas arrive on their own. Here the quote, job card and invoice sit in the same software, with payment status and a VAT overview alongside. Your accountant can look in or receive an export. Scheduling owns what was driven; the office owns what gets invoiced.
Recharge crane costs or include them
Lifting with your own crane is easy to fold into the price. With hired cranes, the cost is not always certain in advance. Recharging at actual cost is fair but delays the invoice. A fixed allowance in the quote gives certainty but can lose money if the crane proves pricier. Both approaches can be set per client.
Strict or lenient on waiting time
Charging strictly from the agreed limit is consistent and encourages owners to have the boat ready. Being lenient with regular clients such as yards protects the relationship. Whatever you choose, the job card records the actual waiting time, so the decision is deliberate rather than based on what the driver remembers.
Per run or consolidated invoice
Private owners receive an invoice per run. Yards moving many boats often want a weekly or monthly consolidated invoice with a line per boat. You set a rhythm per client, so the office does not have to gather lines by hand and every line still points to its run.
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Read the storyWhat we set up for your invoicing.
What is ready: your items for transport, lifting, waiting time and escort, the limit after which waiting time counts, the payment link and the reminder intervals. An ordinary run without deviations and a run where a mobile crane was hired and the boat was not ready are invoiced together first as a trial. Consolidated weekly or monthly invoices for yards are switched on when a yard asks for them.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we wait to invoice until the crane bill arrives?
Yes. A run with outstanding crane costs stays ready, flagged that those costs are still to come. If you would rather not wait, you can invoice using a fixed allowance from the quote. That choice can be made per run or per client.
How do we justify waiting time to an owner?
The driver logs the start and end of the wait in the job card, with a photo or note about the cause where useful. Those details sit with the invoice line. The quote states the limit after which waiting time counts. The owner has everything needed to understand the charge.
How do we know which owners still have to pay?
Every invoice shows its payment status. Anyone paying through the payment link is marked paid straight away. Open invoices get an automatic reminder on the intervals you choose, and the overview of open amounts shows which yard or owner is behind.
What if a run is cancelled on the day itself?
A cancellation is recorded in scheduling with the time and reason. If you apply cancellation charges set out in the quote, they appear as a line with the run. The office decides whether to charge them, for instance depending on who caused the cancellation.
What often connects to this.
- Quotation software for boat transportersQuotation software for boat transporters that puts route distance, trailer choice, lifting arrangements and any escort into one proposal, with the assumptions behind the price spelled out.
- Digital job cards for boat transportersDigital job cards for boat transporters with a transport plan per run: support points, lifting details, route and condition photos at loading and unloading.
- Website for boat transportersA website for boat transporters that explains, by boat type and trailer, what can be moved, so owners have their hull dimensions and lifting details ready when they enquire.
Invoicing without chasing details.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Invoicing software for boat transporters: transport, lifting, waiting time and escort per run on the invoice, with a payment link and visible payment status.
- Combine run and job card
- Review differences from the quote
- Send invoice with payment link