Transport and delivery: Invoicing software for pallet distributors
Invoicing software for pallet distributors that collects delivered pallets, surcharges, corrections and exchange discrepancies per shipper and sends them as a consolidated invoice with breakdown and payment link.
Where invoices stall for pallet distributors.
A pallet distributor usually invoices each shipper per period, with dozens or hundreds of consignments on one invoice. It needs the right pallet spaces, regional surcharges, tail lift and booked-in delivery, plus the corrections made after the hub check. Exchange discrepancies come on top: pallets that never came back and are charged under the agreement. In the office, transport system exports and a pallet list in a spreadsheet are pieced together. A correction from the hub goes missing, or an exchange discrepancy is charged twice. The shipper calls about lines they cannot trace, and payment waits until those questions are answered.
Invoicing software for pallet distributors
Example- 1
Collect consignments and corrections
DoneBecause consignments, proofs of delivery and quotes already sit in the same software, the office sees per shipper every consignment delivered in the period with the accepted price or the contract rate.
- 2
Review exchange discrepancies
In progressThe exchange balance per shipper sits next to the agreement: is a shortfall charged, offset against a later period or collected? The office sees the underlying slips for each discrepancy and decides.
- 3
Send the consolidated invoice
NextThe invoice goes to the shipper with a payment link, a breakdown per consignment and a separate line for exchange discrepancies.
From finished work to paid invoice.
Collect consignments and corrections
Because consignments, proofs of delivery and quotes already sit in the same software, the office sees per shipper every consignment delivered in the period with the accepted price or the contract rate. Corrections after the hub check, such as a taller pallet or an extra tail lift, are listed with their reason. Consignments without proof of delivery stay apart until that proof is there.
Review exchange discrepancies
The exchange balance per shipper sits next to the agreement: is a shortfall charged, offset against a later period or collected? The office sees the underlying slips for each discrepancy and decides. That decision is stored, so the same discrepancy does not end up on an invoice a second time.
Send the consolidated invoice
The invoice goes to the shipper with a payment link, a breakdown per consignment and a separate line for exchange discrepancies. In the attachment every line traces back to a consignment and a date. Reminders go out automatically at the agreed intervals, and per shipper you see which invoices are paid and which are still open.
Invoicing from the same software.
Today the office often works with exports from the transport system or the network, a list of pallet balances and an accounting package where everything is keyed in again. Here the invoice is created in the same software as consignments, exchange balances and rates, with a VAT overview and payment status; if the hub runs its own transport system, the software reads consignments and corrections from it. The bookkeeper looks along or receives an export. The commercial desk stays in charge of rates, the hub of corrections and the office of the invoice.
Breakdown on the invoice or attached
Listing every consignment as a line makes the invoice long and hard to read. One total line with a breakdown attached keeps the invoice short, but the attachment has to reconcile. Most shippers want the attachment in a format their own accounts system can import, such as a CSV file next to the readable version.
Invoice exchange discrepancies or offset them
Invoicing a discrepancy straight away makes the cost visible, but can strain the relationship if a recipient caused it. Offsetting against future exchanges is friendlier, but lets the balance grow. The agreement per shipper sets the route, and the software follows it on every invoice.
Corrections at once or after approval
Invoicing a hub correction straight away is consistent, but can surprise the shipper. Informing them first and invoicing after approval takes time, but avoids disputes. For large corrections the latter is often wiser. Small corrections can go through directly, with the reason and photo as backup in the attachment.
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Read the storyWhat we set up for your invoicing.
What the invoicing holds at the start: the invoice period per shipper, your surcharges and contract rates, the exchange agreements, the breakdown as an attachment, the payment link and the reminder intervals. Before the first consolidated invoice goes out, we work through a shipper without deviations and a shipper with a height correction and an open exchange discrepancy. An attachment as CSV that shippers can import themselves and an overview of offset discrepancies are switched on when you need them.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we invoice per consignment and per period?
Yes, you can set per shipper whether invoicing is per consignment or per period. Occasional shippers get an invoice per consignment, regular shippers a consolidated invoice with breakdown. If a shipper changes approach, the new setting applies from the next period, so a running invoice does not end up half in one form and half in the other.
What if a consignment has no proof of delivery yet?
It sits in a separate list and is left out of the invoice. The office sees which consignments are missing proof and can chase the hub or the network. Nothing gets invoiced that has not been shown to be delivered.
How do we avoid invoicing exchange discrepancies twice?
Every discrepancy invoiced or offset is marked in the balance. The next overview shows only new discrepancies. If the office wants to revisit an earlier one, it can see when and how it was settled.
Does this work alongside our network settlement?
Yes. Settlement with the network for consignments partners deliver for you remains its own process. The invoicing focuses on your shippers. You can, however, use a consignment delivered for the network as a source for an overview of what you are still owed.
What often connects to this.
- Quotation software for pallet distributorsQuotation software for pallet distributors that builds prices from pallet spaces, pallet size, regional surcharges and extras such as tail lift or booked-in delivery, with the assumptions on show.
- Digital job cards for pallet distributorsDigital job cards for pallet distributors in the form of a shipment card with loading details that travels with the pallets from hub to recipient and records every scan and exception.
- Website for pallet distributorsA website for pallet distributors that explains per pallet service and coverage area what is possible, so shippers can see upfront whether their consignment fits your network.
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 pallet distributors: pallets, surcharges and exchange discrepancies per shipper on one invoice, with payment link and status.
- Collect consignments and corrections
- Review exchange discrepancies
- Send the consolidated invoice