Transport and delivery: Invoicing software for delivery and assembly operators
Invoicing software for delivery and assembly operators that turns assembled items, surcharges and outstanding items per retailer from signed-off job cards into an invoice with a payment link.
Where invoices stall for delivery and assembly operators.
Delivery and assembly operators usually invoice retailers per period, listing per order the items delivered and assembled. Far from every order is fully finished. A wardrobe that could not be completed because of a missing part, a second visit, extra assembly the consumer asked for on site: it all has to land correctly on the invoice. The office pieces it together from packing lists, crew messages and planning, and types it over. A shop that receives an invoice for full assembly while its customer calls about a half-finished wardrobe will not pay and wants an explanation. Payments then sit for weeks.
Invoicing software for delivery and assembly operators
Example- 1
Gather assembled work per order
DoneBecause the job cards are already in the same software, the office sees the completed orders in the period per retailer, showing per item whether it was assembled, placed or left unfinished.
- 2
Review outstanding items and extras
In progressItems with an open outstanding item are shown separately: do not invoice yet, invoice in part or charge the second visit on its own? Extra work the consumer asked for on site is reviewed as well: charge it to the shop or to the consumer? Each decision stays with the order, so the reason can be seen later.
- 3
Send invoice with payment link
NextThe invoice goes to the retailer with a payment link and a breakdown per order, with its own order number on every line so it can reconcile.
From finished work to paid invoice.
Gather assembled work per order
Because the job cards are already in the same software, the office sees the completed orders in the period per retailer, showing per item whether it was assembled, placed or left unfinished. The agreed price from the quote or price list is there too, with floor charges and surcharges. Orders without sign-off stay separate.
Review outstanding items and extras
Items with an open outstanding item are shown separately: do not invoice yet, invoice in part or charge the second visit on its own? Extra work the consumer asked for on site is reviewed as well: charge it to the shop or to the consumer? Each decision stays with the order, so the reason can be seen later.
Send invoice with payment link
The invoice goes to the retailer with a payment link and a breakdown per order, with its own order number on every line so it can reconcile. If payment does not arrive, reminders go out automatically and you see the payment status with the retailer. A credit is made from the same invoice.
Invoicing from the same software.
The office often works with price lists per retailer in a spreadsheet, exports from planning and a separate accounting package where everything is typed over. Here the invoice comes from the same software as the job card and the quote, with a VAT overview and payment status alongside. The bookkeeper can look in or receive an export. The retailer owns its order numbers, planning owns outstanding items and second visits, and the office owns the invoice.
Invoice on full completion or per visit
Only invoicing once every outstanding item is resolved avoids arguments, but sometimes leaves orders open for weeks. Invoicing what was done per visit is quicker, but needs clear arrangements about what incomplete assembly costs. Many operators invoice the assembled part and the second visit separately. You record that choice per shop.
Charge the second visit or not
A second visit caused by a part the shop failed to supply is different from one caused by a crew error. The cause decides who pays. The software shows the cause on the outstanding item, so the office can weigh it up without asking the crew what happened.
Extra work through the shop or the consumer
Extra assembly a consumer requests on site can be invoiced through the shop or directly to the consumer. Through the shop keeps things simple, but the shop has to pass it on. Directly needs a payment moment on site or afterwards, for example through a payment link. That is a separate arrangement per retailer.
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Read the storyWhat we set up for your invoicing.
At the start your price lists per retailer, the floor charges and surcharges, the invoice layout per shop, the payment link and the reminder intervals are ready. Before the first invoice goes out, we work through a retailer whose orders are all finished, and an order where a wardrobe could not be completed and a second visit followed. Credit notes and invoices sent directly to consumers for extra work are switched on when you make that arrangement with a shop.
View pricingSupport and updatesGood to know.
Explore pricing and optionsWhat if an order was only partly assembled?
You see per item what was done and what is open. The office chooses whether the assembled part goes on the invoice now or the whole order waits. You set that choice as a default per retailer, so it does not need deciding every time.
Can we keep a different invoice layout per retailer?
Yes. Some shops want an invoice per order, others a consolidated weekly or monthly invoice with their own order numbers. We record that layout per retailer and the software follows it on every invoice. If a shop changes its preference, it applies from the next period.
How do we see what money is left on the table with outstanding items?
An overview shows outstanding items that are not invoiced, with their cause. You can see how many second visits come from parts missing from the shop and how many from your own crew. That helps in the conversation with the retailer and in improving your own way of working.
How does our bookkeeper get to see the invoices?
The bookkeeper can look in the software or receive an export of invoices and payments. The VAT overview is in there too, so the return can be filed without retyping. Which retailer has paid and which reminders have gone out, you see in the same place as the invoice itself.
What often connects to this.
- Quotation software for delivery and assembly operatorsQuotation software for delivery and assembly operators that builds prices from assembly minutes per item, floor charges and surcharges, so retailers and consumers know what they are paying for.
- Digital job cards for delivery and assembly operatorsDigital job cards for delivery and assembly operators in the form of an assembly job card at the delivery address, bringing together items, completed work, outstanding items and the consumer's sign-off.
- Website for delivery and assembly operatorsA website for delivery and assembly operators that explains per item type what delivery with assembly includes, what the customer needs to arrange at home and where the service stops.
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 delivery and assembly: assembled items, surcharges and outstanding items per retailer, sent with a payment link and reminders.
- Gather assembled work per order
- Review outstanding items and extras
- Send invoice with payment link