Transport and delivery: Invoicing software for cycle logistics operators
Invoicing software for cycle logistics operators that turns delivered stops and return trips from closed rounds into a checkable invoice per shipper, with a payment link.
Where invoices stall for cycle logistics operators.
At month end, a cycle logistics operator has to total per shipper how many stops were delivered, which attempts failed, how many return trips there were and which surcharges apply. That data is scattered across round lists, the delivery app and emails about extra jobs. Someone in the office often spends days counting, and something is always missing: a return collected later or a stop offered twice. Shippers then ask for a breakdown per day or per branch. If you cannot provide it, invoices come back or you wait weeks for money on lines that were genuinely delivered.
Invoicing software for cycle logistics operators
Example- 1
Gather closed rounds
DoneAs soon as a round is closed, the delivered stops, failed attempts and returns collected are ready to invoice per shipper.
- 2
Review exceptions
In progressBefore anything becomes an invoice line, the office sees what departs from normal: a stop without proof of delivery, a return not checked at the hub or a shipper above its agreed range.
- 3
Send the invoice per shipper
NextThe invoice goes to the shipper with a breakdown per day, branch or round and a payment link.
From finished work to paid invoice.
Gather closed rounds
As soon as a round is closed, the delivered stops, failed attempts and returns collected are ready to invoice per shipper. Every line has a date, an address and a status from the job card. Surcharges, such as for an early window or an extra trip, come from the agreements recorded with the quote.
Review exceptions
Before anything becomes an invoice line, the office sees what departs from normal: a stop without proof of delivery, a return not checked at the hub or a shipper above its agreed range. Those lines get a question for planning or the hub. Only once reviewed do they go onto the invoice.
Send the invoice per shipper
The invoice goes to the shipper with a breakdown per day, branch or round and a payment link. Reminders follow automatically on the intervals you choose. Every invoice shows whether it is open, partly or fully paid, so nobody has to chase receivables by hand any more.
Invoicing from the same software.
Invoices are currently mostly built from counts in spreadsheets or a delivery app export, and then retyped. Here the stops and returns from the job card and the rates from the quote are already in the same software, so the invoice is created without retyping. Payment status and a VAT overview sit alongside; your accountant can look in or receive an export. Planning owns what was ridden, the office owns what gets invoiced.
Charging for failed attempts
A stop that fails because the shop was shut still costs riding time. Some operators charge a second attempt, others absorb the risk. Whatever you agree, it must be set per shipper and visible per stop, so the invoice shows why a line is there and what reason the rider gave.
Monthly or weekly invoicing
Monthly invoicing saves admin but means errors surface late. Weekly invoicing for large shippers keeps checks current and improves cash flow. Smaller clients with only a handful of stops can stay monthly. The software keeps its own rhythm per shipper, so you do not have to pick one for everyone.
Breakdown on the invoice or attached
A short invoice with a total per service is easy to read, but large shippers want to check per branch or cost centre. A separate breakdown as an attachment keeps the invoice readable while still giving the detail. We match the format to what your biggest client's accounts payable team asks for.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
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Online check-in, even at two in the morning.
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Read the storyWhat we set up for your invoicing.
Your rates per stop, the agreements on failed attempts and returns, the invoicing rhythm per shipper and the reminder intervals are ready when you start. As a check we set one shipper's invoice for a past month against the manual count, and take a month with many returns as the difficult case. If both match, you invoice every shipper this way; weekly invoicing is switched on for those who want it.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow does our accountant get to see the invoices?
Your accountant can look into the software, with invoices, payments and the VAT overview per period. If they prefer to work in their own environment, they receive an export of invoices and payments that they can read in in one step.
What if a shipper disputes an invoice line?
Every line traces back to a stop with date, address, status and proof of delivery. The office can share those details right away. If a line turns out to be wrong, such as a return counted twice, it is corrected and the next check shows where the duplicate came from.
Can we recharge crates that never come back?
Yes, if you have agreed that with the shipper. The crate balance per customer comes from the job card and inventory. A persistent shortfall can then appear as a line on the invoice, with its build-up attached. The office decides whether that line is actually invoiced.
How much work is left for the office?
The office reviews the exceptions and sends the invoice. Counting and sorting out stops disappears, as does chasing open amounts by phone. Exactly how much time that saves depends on how it works now, but the work shifts from retyping to checking what differs.
What often connects to this.
- Quotation software for cycle logistics operatorsQuotation software for cycle logistics operators that turns stop counts, delivery windows and returns into a proposal the shipper understands and the planner can deliver.
- Digital job cards for cycle logistics operatorsDigital job cards for cycle logistics operators: a round list with stop instructions on the rider's phone, including proof of delivery and return logging at every address.
- Website for cycle logistics operatorsA website for cycle logistics operators that shows, zone by zone, what a cargo bike can deliver, so shippers can judge for themselves whether their goods are a fit.
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 cycle logistics: delivered stops, failed attempts and return trips per shipper on the invoice, with a payment link and reminders.
- Gather closed rounds
- Review exceptions
- Send the invoice per shipper