Transport and delivery: Invoicing software for courier services
Invoicing software for courier services that turns signed-off trips, waiting time and surcharges from your own trip records into a verifiable invoice per shipper, sent with a payment link.
Where invoices stall for courier services.
At the end of the month someone at a courier service sits with run sheets, scanner exports and driver notes side by side to produce an invoice for each shipper. Waiting time is on a scrap of paper, an extra stop was passed on verbally and a failed delivery is charged or not depending on who processes it. Shippers dispute lines they cannot check, and trips that were never signed off get forgotten or billed twice. Who has already paid sits in yet another overview. The result is revenue left on the table and a month-end close that drags on far too long.
Invoicing software for courier services
Example- 1
Gather signed-off trips
DoneTrips that have been completed and reviewed are already in the software and are collected per shipper with the agreed price, the number of stops and the recorded surcharges.
- 2
Review departures from the agreement
In progressBefore an invoice is made, the software shows what deviates from the agreement: waiting time beyond the included allowance, an extra stop, a failed attempt that is or is not chargeable under the contract.
- 3
Invoice with a payment link
NextApproved lines become an invoice with references to the trips and the shipper's own order numbers, and it goes out with a payment link.
From finished work to paid invoice.
Gather signed-off trips
Trips that have been completed and reviewed are already in the software and are collected per shipper with the agreed price, the number of stops and the recorded surcharges. Trips not yet signed off are kept apart, so they neither slip onto the invoice unnoticed nor get forgotten. Each line carries the proof of the trip.
Review departures from the agreement
Before an invoice is made, the software shows what deviates from the agreement: waiting time beyond the included allowance, an extra stop, a failed attempt that is or is not chargeable under the contract. Accounts or planning review those lines, adjust or remove them, and the reason is kept.
Invoice with a payment link
Approved lines become an invoice with references to the trips and the shipper's own order numbers, and it goes out with a payment link. Reminders go automatically and per shipper you see what has been paid and what is still open. A shipper with a question about a line can be pointed to the proof for that trip.
Invoicing from the same software.
Courier services now usually invoice from a separate package or spreadsheet, with trip data from a planning board or scanner export. The signed-off trips are already in the software, so trip lines are no longer copied across by hand. Some shippers want their own order number or cost centre on every line; that is carried through from the order. The VAT overview sits in the same software, and your accountant can look in or receive an export. Rate agreements remain the courier's own.
Per trip or consolidated invoice
One-off senders usually get an invoice per trip, regular shippers a consolidated invoice per week or month. Consolidating saves work but produces long invoices that are hard to check. A per-trip breakdown as an attachment, with reference and proof, makes a consolidated invoice verifiable without making it unreadable.
Charge failed attempts or not
Some courier services charge a failed delivery as a trip, others only the second attempt, others nothing at all. Whatever you choose has to be fixed per shipper and recognisable per trip. Otherwise it depends on who does the invoicing, which leads to disputes with shippers who notice the inconsistency.
Surcharges automatic or after review
Passing surcharges through automatically is fast, but a wrongly recorded waiting time then goes straight onto the invoice. Checking everything takes time. A middle way is to pass through surcharges within the agreement automatically and only put deviations up for review, so the attention of accounts goes where the risk actually is.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhat we set up for your invoicing.
At the start your rate agreements per shipper are in place, with the rules for waiting time, extra stops and failed attempts, so signed-off trips land on the right invoice. We recalculate one ordinary month for a regular shipper together, plus a tricky case: a trip with a failed attempt, extra waiting time and a stop added afterwards. Per-trip breakdowns as attachments and single-trip invoices for one-off senders can be switched on when needed.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDo we have to stop using our current accounting package?
No. Invoices, payment links and reminders run through the software, with the VAT overview alongside. Your accountant can look in or receive a CSV export, so they keep the books the way they are used to. Little changes for the accountant, while nobody retypes trip lines any more.
Can a shipper see what an invoice line is based on?
Yes, if you want that. Every line refers to the trip and its proof of delivery. You can attach them or show them in a customer portal, so a shipper can check a line without having to phone you.
What if a trip changes after it has been invoiced?
The trip is not quietly altered on the invoice already sent. The software creates a correction line on the next invoice or a credit note, whichever you agree. The invoiced version stays traceable and the shipper can see why something changed.
How do we stop trips being invoiced twice?
Each trip gets an invoicing status. A trip already on an invoice cannot be added again. If it is taken off an invoice before that invoice is sent, it returns to the list of trips still to be invoiced, so it does not disappear either.
What often connects to this.
- Quotation software for courier servicesQuotation software for courier services that puts mileage, expected waiting time and surcharges into one proposal, with the assumptions shown so a shipper knows what the price rests on.
- Digital job cards for courier servicesDigital job cards for courier services: each trip order with delivery instructions, contact and proof of delivery on the driver's screen, and back at the office.
- Website for courier servicesA website for courier services that explains delivery services and service levels clearly enough for a shipper to know in advance which one suits the consignment.
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 courier services: signed-off trips and surcharges per shipper checked and invoiced, with a payment link and reminders.
- Gather signed-off trips
- Review departures from the agreement
- Invoice with a payment link