Customer Invoice and Quote Layout
Customer Invoice and Quote Layout
The customer invoice and quote use the saved load details, customer billing information, rates, terms, notes, and company setup. A quote is used before the load is billed. An invoice is used to bill the customer. Some sections print only for one document type or when your settings allow.
Open or Email the Customer Document
- Open the saved load.
- Use the customer invoice, customer quote, or customer confirmation button to open the PDF.
- Use the envelope icon beside the button to email it to the customer.
The document depends on the load status and the button you select. A quote-status load can generate a customer quote. An active or later load can generate customer-facing billing documents.
Header
- Document title: Invoice, Quote, or another title from your report setup.
- Company logo and address: From your company information or bill-from setup.
- Invoice # or Quote #: Usually the load number. If one load is billed to more than one customer, a stop-based suffix may be added.
- PO #: From the customer PO field on the load.
- Date: The billing date for the document.
- Amount: The gross customer amount before payment advances.
- Terms: The customer payment terms for the load.
From, Bill To, and Stops
The From section shows the company or bill-from information. Bill To shows the customer billing name, address, contact, phone, fax, and email when available. If the company or payment instructions are wrong, review your bill-from, factoring, and remit-to settings.
The body shows pickup and delivery from the load stops. For multi-stop loads, the top summary may show the first pickup and final delivery. Blind shipment settings can hide stop names, addresses, or contact details.
Customer Charges and Amount Due
The customer total comes from the customer-facing charges on the load:
- Flat Rate: The customer flat rate.
- Miles Charge: The customer miles charge, when used.
- Accessorials: Customer-facing commodity and accessorial charges not hidden from the invoice.
- Payments: Payment Advance rows. These reduce the amount due.
If a customer paid part of the load, enter it as a Payment Advance row in the Commodities and Accessorials table. The document shows it as a negative amount and reduces the balance due.
Commodity and Accessorial Lines
A row prints on the customer document when it has a customer amount or weight and is not hidden. Use Hide on Customer Invoice on the Commodity Type setup for rows that should affect totals but not print as a customer line.
Invoice Format Options
Admins choose the format in Settings >> Configuration Options:
- Sequential: Shows stop details in sequence.
- Hide Stops: Reduces the stop detail on the invoice.
- Standard: The standard layout. Labels multi-stop loads with first pickup and final delivery.
After you change the format, open a test invoice from a saved load to check it.
Terms, Notes, and Remit-To
- Payment Terms: Set the default in Settings >> Configuration Options. Customer-specific billing setup may change the terms.
- Pricing Notes: From the pricing notes on the load.
- Customer Terms: Shown on invoices when Show Customer Terms on Invoice is enabled.
- Quote Terms: Shown on quotes when Show Customer Terms on Quotes is enabled. They print above Customer Terms when both are used.
- Invoice Remit Information: Prints when the customer or company setup includes remit-to or factoring instructions.
Email Defaults
When you email an invoice, quote, or customer confirmation, Load Manager uses the matching default subject and body from Settings >> Configuration Options. If an online payment option is enabled, the email or PDF may include payment instructions.
Troubleshooting
- The amount due is lower than expected: Check for Payment Advance rows.
- A commodity or accessorial line is missing: Check whether the Commodity Type is marked Hide on Customer Invoice.
- The customer PO is wrong or blank: Update the customer PO field on the load and save before reopening the document.
- The terms are wrong: Review the customer record and the default Payment Terms in Configuration Options.
- The company or remit-to information is wrong: Review Company Information, Bill From Companies, factoring, or remit-to setup.
- The emailed message is wrong: Review the default email text in Configuration Options.