Create and Send Consolidated Invoices

Before You Use This Article

• Access needed: Load Manager login and permission to use this screen, report, setting, or workflow.
• Use this article when: you are working with billing, customer records, accounting, settlements, reports, or dashboard results inside the Load Manager account your company already uses.
• Use a different article when: you need document or dispatch direction for a specific company type; brokers should use Rate Confirmation Layout and Features, dispatch services should use Dispatch Report Overview for Dispatch Services, and trucking companies should use Dispatch Report Overview for Carriers and Trucking Companies. For full setup order, start with Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.

A consolidated invoice lets you combine multiple loads for the same customer into one invoice. Use this workflow when a customer wants one invoice that lists several loads instead of receiving a separate invoice for each load.

Before You Start

Before creating consolidated invoices, confirm these items are set up:

• Consolidated invoices are turned on in Settings > Configuration Options.
• Consolidated invoice trigger statuses are selected in Configuration Options. Only loads in the selected statuses are available for the consolidated invoice workflow.
• The customer allows consolidated invoices on the customer profile.
• The loads have the correct customer assigned and have customer charges ready to bill.

Turn On Consolidated Invoices

1. Go to Settings.
2. Open Configuration Options.
3. Select Turn on Consolidated Invoices.
4. Select the load status or statuses that should be eligible for consolidated invoices.
5. Save the configuration.

Turn On Consolidated Invoices for a Customer

1. Go to the Customer tab.
2. Open the customer that should receive consolidated invoices.
3. Find the customer consolidated invoice option.
4. Select the consolidated invoice option for that customer.
5. Select Save.

Add Loads from the Create Consolidated Invoices Screen

Use this method when you want to review eligible loads and add several loads to a consolidated invoice at one time.

1. Make sure the loads are in one of the consolidated invoice trigger statuses selected in Configuration Options.
2. Go to Customers > Create Consolidated Invoices.
3. Search or review the load list.
4. Select the loads you want to consolidate.
5. Select Add to Queue.
6. If prompted, choose an existing open consolidated invoice or choose Add New.

Load Manager groups selected loads by customer when creating consolidated invoices. If you select loads for one customer, you can add them to an existing open consolidated invoice for that customer or create a new consolidated invoice.

Add a Load from the Load Screen

You can also add an individual load directly from the load screen.

1. Open the load.
2. Confirm the load is ready to bill and is in an eligible consolidated invoice status.
3. Select Add to Consolidated Invoices.
4. Choose an existing open consolidated invoice or create a new one when prompted.

Review the Consolidated Invoice Queue

After loads are added, go to Customers > Consolidated Invoice Queue.

From the queue, you can:

• Edit the consolidated invoice to update invoice-level details such as reference number, payment terms, job description, or comments.
• Email the consolidated invoice to the customer.
• Print a copy for review or records.
• Set the consolidated invoice status to Open or Closed.

Open means the consolidated invoice has not been marked paid. Closed means the consolidated invoice has been marked paid.

If a Load Does Not Appear

If an expected load is not available for consolidation, check the following:

• The load is assigned to the correct customer.
• The customer's profile has consolidated invoices enabled.
• The load is in one of the consolidated invoice trigger statuses selected in Configuration Options.
• The load has the customer charges needed for billing.
• The load does not have unsupported billing document attachments. Supported attachment formats include PDF, JPG, PNG, and GIF.

Related Articles

• Consolidated Invoice Layout
• Configuration Options Overview
• Customer Profile: Setup, Billing, and EDI Options
• Accounting Screen: Customer Inquiry, Open Invoices, and Year-End Setup
• QuickBooks Integration and Export Workflow