Transport and delivery: Invoicing software for express freight operators
Invoicing software for express freight operators that turns every completed express trip, with the accepted price, recorded waiting time and extra stops, into an invoice with a payment link and visible payment status.
Where invoices stall for express freight operators.
At express freight operators the invoice often lags days behind the trip. The office looks up the agreed price in an email, asks the driver how long he waited and only then discovers an extra stop was added on the way. The customer gets an amount that differs from the quote, with no explanation. Or the extra time is never invoiced at all, because nobody remembers it. Meanwhile one client wants a single consolidated invoice a month with its own references while another pays per trip, and you only find out which invoices are still open when you start phoning around.
Invoicing software for express freight operators
Example- 1
Bring trip and agreements together
DoneQuote, planning and job card sit in the same software, so a completed trip brings along the accepted price, the job card times and any deviations straight away.
- 2
Review deviations
In progressWaiting time beyond the included time, an extra stop or a detour around a closure appear as separate lines, with the reason the driver gave.
- 3
Send invoice with payment link
NextThe invoice goes out per trip or grouped per client, with their reference, cost centre and a payment link.
From finished work to paid invoice.
Bring trip and agreements together
Quote, planning and job card sit in the same software, so a completed trip brings along the accepted price, the job card times and any deviations straight away. Together they form the invoice lines. If a sign-off is missing or the trip left without price approval, it stays on hold until planning has sorted it out.
Review deviations
Waiting time beyond the included time, an extra stop or a detour around a closure appear as separate lines, with the reason the driver gave. The office or planner decides per deviation: charge it, waive it or ask. That choice stays with the trip, so it is clear later why a line was or was not on the invoice.
Send invoice with payment link
The invoice goes out per trip or grouped per client, with their reference, cost centre and a payment link. If the customer pays through that link, the trip shows as paid straight away; if payment does not arrive, reminders go out automatically. The office sees per client which invoices are still open, without having to phone around.
Invoicing from the same software.
Many express freight operators now invoice from a separate accounting package, with prices from emails and times someone copies over from paper slips. Here the invoice is created in the same software as the quote, the planning and the job card, with a VAT overview and the payment status per invoice. The bookkeeper can look along or receive a CSV export. Planning stays in charge of trip data and deviations, the office of the review and the invoice. Arrangements on consolidated invoices are recorded in one place per client.
Per trip or grouped monthly
An invoice per trip goes out immediately and suits one-off customers. Regular clients with many express trips often want one invoice per period with a breakdown per trip. Both forms can exist side by side, as long as it is set per client which one applies, so the office does not have to remember who wants what.
Always charge waiting time or review it
Automatically invoicing all extra waiting time is consistent, but sometimes the cause lies with you, such as a driver who arrived far too early. Reviewing each deviation takes time, but protects the relationship. A middle way is charging automatically above an agreed threshold and only showing smaller deviations.
Invoice on delivery or after review
Invoicing right after delivery speeds up payment, but leaves no room to check for missing times or a refused sign-off. Invoicing after a planning review is slightly slower, but avoids credit notes. In express work with many deviations, that review is often the difference between a paid invoice and a dispute.
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Read the storyWhat we set up for your invoicing.
The invoicing holds your included waiting time and surcharges from the start, invoice lines that come from the accepted trip price and the job card, the payment link and the reminder intervals. An uneventful trip and a trip with extra waiting time and an unexpected extra stop are worked through together before the first invoice goes out. Consolidated invoices per client with their own references and an overview of waived deviations are switched on as soon as regular clients ask for them.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we invoice a trip before the job card is complete?
Yes, as a deliberate exception, for instance when a customer needs an invoice right away. The trip is then flagged so the office later checks whether the job card has been completed. By default the software waits for a signed-off job card, because that holds the times and the proof.
What if the customer agrees a different price with the driver on site?
Then it is not in the quote and the office sees a deviation. The driver can note on the job card what was agreed on site, but planning decides whether it stands. That keeps one place in charge of pricing and stops each driver from applying their own rates.
Are waived deviations tracked too?
Yes. Every deviation not charged stays visible with its reason. That shows where money is being left on the table, for example with a client whose goods are regularly not ready. With that insight you can adjust the quote or the arrangements with that client.
How do we see which clients still have to pay?
Every invoice shows its payment status, and per client you see what is outstanding. Anyone paying through the payment link shows as paid straight away; a bank transfer is marked by the office. Reminders go out automatically at the set intervals. The bookkeeper can look along or receive an export, and the VAT overview sits in the same software.
What often connects to this.
- Quotation software for express freight operatorsQuotation software for express freight operators that builds a direct trip price from distance, vehicle, empty return and waiting exposure, and records the assumptions that price relies on.
- Digital job cards for express freight operatorsDigital job cards for express freight operators that keep the confirmed express assignment, loading and waiting times and the recipient's signature together on the same trip.
- Website for express freight operatorsA website for express freight operators that explains which express trips and direct deliveries you run, what makes a deadline achievable and which details let you assess an enquiry quickly.
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 express freight: trip price, waiting time and deviations reviewed per trip and sent with a payment link and reminders.
- Bring trip and agreements together
- Review deviations
- Send invoice with payment link