Customer Invoice and Quote Layout
Customer Invoice and Quote Layout
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.
Use this article to understand what appears on a customer invoice or customer quote and where that information comes from in Load Manager. The invoice and quote use the saved load details, customer billing information, rates, terms, notes, and company setup options.
A customer quote is used before the load is billed. A customer invoice is used when billing the customer for the load. The layout is similar, but some sections only print when they apply to the document type or your company settings.
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 document button to email the document to the customer.
The document that appears depends on the load status and the report button selected. For example, a quote-status load can generate a customer quote, while an active or later load status can generate customer-facing billing documents.
Header Information
The top of the customer invoice or quote usually includes:
- Document title: Invoice, Quote, or another customer-facing title from your report setup.
- Company logo and address: Pulled 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, the document may add a stop-based suffix.
- PO #: Pulled from the customer PO field on the load.
- Date: Pulled from the billing date used for the customer document.
- Amount: The gross customer amount before payment advances are applied.
- Terms: Pulled from the customer payment terms used for the load.
Customer-specific company names, contacts, addresses, account numbers, and phone/email details are omitted from this public help article.
Bill From and Bill To Sections
The From section shows the company or bill-from information used for the document. The Bill To section shows the customer billing name, address, contact, phone, fax, and email when those fields are available.
If your company uses multiple bill-from companies or factoring/remit-to information, review those settings when the printed company or payment instructions are not what you expected.
Pickup and Delivery Details
The main body shows pickup and delivery information from the load stops. For multi-stop loads, the top summary may show the first pickup and final delivery, and the stop detail section can list additional stops depending on the selected invoice format.
Blind shipment settings can hide stop names, addresses, or contact details from the customer document when those fields are configured to be hidden.
Customer Charges and Amount Due
The customer total is calculated from the customer-facing charges on the load. This can include:
- Flat Rate: The customer flat rate on the load.
- Miles Charge: The customer miles charge, when used.
- Accessorials: Customer-facing commodity and accessorial charges that are not hidden from the customer invoice.
- Payments: Payment Advance rows, which reduce the amount due.
If a customer has already paid part of the load, enter that partial payment as a Payment Advance row in the Commodities and Accessorials table. The customer document will show the payment as a negative amount and reduce the balance due.
Commodity and Accessorial Lines
Commodity and accessorial rows can print on the customer invoice or quote when they have a customer amount or weight and are not marked to be hidden from the customer invoice.
Use Hide on Customer Invoice on the Commodity Type setup when a row should affect load totals or internal details but should not print as a visible customer line.
Invoice Format Options
Admin users can choose the customer invoice format in Settings >> Configuration Options. The available customer invoice format options are:
- Sequential: Shows stop details in sequence.
- Hide Stops: Reduces the stop detail shown on the customer invoice.
- Standard: Shows the standard customer invoice layout and labels multi-stop loads with first pickup and final delivery.
After changing the invoice format, open a test invoice from a saved load and confirm the layout matches your billing workflow.
Terms, Notes, and Remit-To Information
The bottom of the customer invoice or quote can include payment terms, due date, remit-to information, pricing notes, customer terms, and quote terms.
- Payment Terms: Set the default in Settings >> Configuration Options. Customer-specific billing setup may affect the terms used for a customer.
- Pricing Notes: Pulled from the pricing notes on the load.
- Customer Terms: Can be shown on invoices when Show Customer Terms on Invoice is enabled.
- Quote Terms: Can be shown on quotes when Show Customer Terms on Quotes is enabled. Quote Terms print above Customer Terms when both are used on a quote.
- Invoice Remit Information: Prints when the customer or company setup includes invoice remit-to or factoring instructions that should appear on the invoice.
Email Defaults
When you email a customer invoice, quote, or customer confirmation from the load, Load Manager uses the matching default email subject and body from Settings >> Configuration Options. Your company can also include supported load details, such as pickup and delivery city/state, in those defaults.
If an online payment option is enabled for your company, the invoice email or PDF may include the payment instructions supported by your account setup.
Troubleshooting
- The amount due is lower than expected: Check for Payment Advance rows on the load. They reduce the customer balance.
- 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 the load 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 customer invoice, quote, or confirmation email text in Configuration Options.
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