Transport and delivery: Invoicing software for vehicle transporters
Invoicing software for vehicle transporters that turns handed-over vehicles, surcharges and waiting hours from the closed vehicle record into a checkable invoice per client.
Where invoices stall for vehicle transporters.
A vehicle transporter works for dealers, leasing companies and private customers, each with different rates and terms. At the end of the week or month, someone has to total per client which vehicles were handed over, which surcharges apply for non-running cars and how many waiting hours built up at collection. That data is scattered across paper handover forms, drivers' notes and emails about urgent runs. A wasted run or a car only collected on the second attempt is easily forgotten. Leasing companies also want a line per registration, and send back invoices that lack it, so payment stays out.
Invoicing software for vehicle transporters
Example- 1
Gather handed-over vehicles
DoneAs soon as a vehicle record is closed on delivery, the car goes onto the client's list.
- 2
Review exceptions
In progressThe office sees what departs from the quote or framework agreement: a car declared as running but loaded with the winch, waiting hours above the agreed limit or a destination outside the zone.
- 3
Send invoice per registration
NextFor each client an invoice with one line per registration and a payment link goes out.
From finished work to paid invoice.
Gather handed-over vehicles
As soon as a vehicle record is closed on delivery, the car goes onto the client's list. Each car shows the registration, the run, surcharges for loading assistance and the recorded waiting hours. Wasted runs and second attempts appear as separate lines, with the reason from the job card.
Review exceptions
The office sees what departs from the quote or framework agreement: a car declared as running but loaded with the winch, waiting hours above the agreed limit or a destination outside the zone. Each exception carries the driver's record. The office decides what is passed on.
Send invoice per registration
For each client an invoice with one line per registration and a payment link goes out. Leasing companies see their own references on every line. If payment is late, reminders follow automatically, and per client you see which invoices are still open.
Invoicing from the same software.
Invoices are currently often drawn up by hand, with lines copied from paper forms. Here the vehicle records, the quote and the framework agreement are already in the same software, so the invoice comes from what was actually handed over. Client references, such as leasing company order numbers, come from the enquiry. Payment status and a VAT overview sit alongside; your accountant can look in or receive an export. The office owns the invoice.
Per run or consolidated invoice
Private customers receive an invoice per run, often in advance or on delivery. Dealers and leasing companies want a weekly or monthly consolidated invoice with a line per vehicle. You set rhythm and format per client, so the office does not have to compile lines by hand for each one.
Charging for a wasted run or not
A run where the car was not ready costs time and fuel. With a regular dealer you might let it go now and then. If it keeps happening, or with a new client, passing it on is reasonable. Whatever you decide, the job card records it, so the decision is a conscious one.
Surcharges afterwards or only if agreed
A car that turns out different from its description takes extra effort. Charging a surcharge afterwards is only defensible if the quote or framework agreement said something about it beforehand. Each surcharge shows whether an agreement covers it, so the office does not charge something that was never agreed.
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Read the storyWhat we set up for your invoicing.
At the start we prepare per client the rates, surcharges for non-running cars, the waiting limit and the invoicing rhythm, plus the payment link and reminders. A past week with a wasted run and a non-running car is invoiced again together and set against what was sent by hand at the time. Weekly consolidated invoices and the leasing company format are switched on per client.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we invoice per registration?
Yes. Every handed-over car becomes a line with registration, run and any surcharges. Leasing companies see their own reference per car, if it was provided with the enquiry. That stops invoices bouncing back because a line cannot be traced.
How do we justify waiting hours to a dealer?
The driver records in the job card when they arrived and when loading could start, with the reason for the wait. Those details sit with the invoice line. Combined with the limit in the quote, the client has everything needed to check the charge.
What if a client offsets a damage claim?
A damage claim is a separate process and should not slip quietly into invoicing. The car shows that a report is open, so the office knows an offset may follow. The decision and handling remain with you, and a credit note is only made once that has been agreed.
Can a private customer pay right at delivery?
Yes. A private customer receives the invoice with a payment link, in advance too if you prefer. Once paid through the link, the invoice is marked paid and the driver sees that with the run. Nobody has to accept cash at the handover.
What often connects to this.
- Quotation software for vehicle transportersQuotation software for vehicle transporters that combines distance, running condition, loading assistance and consolidation options in one proposal, with the assumptions visible to the client.
- Digital job cards for vehicle transportersDigital job cards for vehicle transporters with a vehicle record for every car: condition photos, mileage, keys and documents logged at collection and delivery.
- Website for vehicle transportersA website for vehicle transporters that explains which service fits each kind of vehicle and destination, including what changes when a car cannot drive itself.
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 vehicle transporters: one line per registration with surcharges and waiting hours, sent with a payment link and payment status.
- Gather handed-over vehicles
- Review exceptions
- Send invoice per registration