Create and Send Consolidated Invoices

Create and Send Consolidated Invoices

Create and Send Consolidated Invoices

Before You Use This Article

  • Access needed: Load Manager access to Settings > Configuration Options, Customers, loads, and the Consolidated Invoice Queue. If you cannot see one of these menus, ask an administrator to review your user role.
  • Use this article when: you need to turn on consolidated invoices, choose which loads are eligible, add loads to a consolidated invoice, and manage or send the invoice from the queue.
  • Use a different article when: you only need to understand the printed invoice fields; use Consolidated Invoice Layout. For standard one-load customer invoices or quotes, use Customer Invoice and Quote Layout. For QuickBooks export steps, use QuickBooks Integration and Export Workflow.

A consolidated invoice combines multiple loads for the same customer into one invoice. Use it when a customer wants one billing document that lists several loads instead of a separate invoice for each load.

How Consolidated Invoices Work

Consolidated invoicing depends on three pieces of setup: the company setting, the customer setting, and eligible loads.

  • Company setting: Consolidated invoices must be turned on in Configuration Options.
  • Customer setting: The customer must be marked for consolidated invoices on the customer profile.
  • Eligible loads: Loads must belong to that customer and be in one of the consolidated invoice statuses selected in Configuration Options.
  • Queue: Selected loads are added to a consolidated invoice queue where you can review, edit, print, email, and mark the invoice open or closed.

Set Up Consolidated Invoices in Configuration Options

  1. Go to Settings > Configuration Options.
  2. Find the Consolidated Invoice area.
  3. Select Turn On Consolidated Invoices.
  4. Under Status Update, select the load status or statuses that should be eligible for consolidated invoices.
  5. If your company uses Invoice Date Update, review the selected trigger status with your accounting workflow.
  6. Review the Consolidated Invoice File Size Limit if your consolidated invoices include attached billing documents.
  7. Click Save.

Load Manager Configuration Options showing the Turn On Consolidated Invoices setting

Turn On Consolidated Invoices for a Customer

  1. Go to Customers.
  2. Open the customer that should receive consolidated invoices.
  3. Find the customer's consolidated invoice options.
  4. Select the consolidated invoice option for that customer.
  5. Click Save.

Load Manager customer profile showing consolidated invoice options

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

Load Manager groups selected loads by customer. Loads for different customers do not belong on the same consolidated invoice.

Add a Single Load from the Load Screen

You can also add one load directly from the load screen.

  1. Open the load.
  2. Confirm the customer, customer charges, and status are ready for consolidated billing.
  3. Click the consolidated invoice add button. Depending on your screen version, the button or prompt may read Add To Consolidated Invoice or Add to Consolidated Invoices.
  4. Choose an existing open consolidated invoice or create a new one when prompted.

Review, Edit, Print, or Email the Consolidated Invoice

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

From the queue, you can:

  • Edit invoice-level details such as the reference number, payment terms, job description, invoice date, and comments.
  • Print the consolidated invoice for review or records.
  • Email the consolidated invoice to the customer.
  • Set the 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 these items:

  • The load is assigned to the correct customer.
  • The customer profile has consolidated invoices enabled.
  • The load is in one of the consolidated invoice statuses selected in Configuration Options.
  • The load has the customer charges needed for billing.
  • The load has not already been added to another open consolidated invoice.

If Attachments or File Size Block the Invoice

Consolidated invoices can include billing documents, but the combined file size and file type must be supported.

  • Supported attachment formats include PDF, JPG, PNG, and GIF.
  • If Load Manager warns that the file size exceeds capacity, create a new consolidated invoice queue for the remaining loads or ask an administrator to review the Consolidated Invoice File Size Limit.
  • Remove or replace unsupported billing document attachments before adding the load again.

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