Invoices, reminders and factoring

Create an invoice

The quickest way is from the load. Open the load and tap Create Invoice From Load. It makes an invoice for the load's revenue and uses the broker's payment terms for the due date (or your company default of Invoice Due Days). A load only gets one invoice.

Or do it from Billing & AR › Invoices:

1. Under Create Invoice, choose the Load.
2. Check the Issue Date and Due Date. The amount defaults to the load's revenue. Type a different Amount if needed and add Notes such as a reference number.
3. Tap Create Invoice. It is numbered like INV-00001.

The invoice log shows each invoice's status: Draft, Sent, Paid, or Overdue (when the due date has passed and it isn't paid). Change the status in the row's drop-down and tap Save. FleetDesk doesn't mark an invoice Paid on its own, so do it when the money arrives.

PDF and email

Open an invoice for its page. From there:

• Download branded PDF gives you a clean invoice with your company name and footer. Print packet opens a print view.
• Email invoice opens a short email form: the To box (filled in from the broker's email if you saved one), the subject and the message. The PDF is attached for you. Tap Send invoice.
• Every email is listed under Email history, including whether it was sent or failed.

Chase late payments

1. Open Billing & AR › Payment Reminders. It lists overdue invoices, who owes you, how many days late and when you last reminded them.
2. Tap Review & send on one invoice, check the message and tap Send reminder. The branded PDF is attached.
3. To send many at once tap the Send button at the top. It skips invoices with no broker email and ones you reminded in the last 7 days, and sends at most 20 per click.

Each reminder is logged as a follow-up in Billing & AR › Collections, where you can also note who you talked to, a Promise To Pay date and a next follow-up date. Billing & AR › A/R Aging shows what each customer owes in buckets: Current, 1-30, 31-60, 61-90 and 90+ days.

You can also let the office assistant prepare reminder drafts for you each day. It never sends them by itself unless you turn that on (see Office assistant).

Factoring

If you sell your invoices to a factoring company, Billing & AR › Factoring keeps track of the advance, the fee and the reserve so you know what you really net.

1. First tell FleetDesk about your factor. At the bottom of the page, under Factoring companies, enter the New factor name, Advance %, Fee % of invoice and their Submission email. Tap Add factor. Use the numbers from your own contract. The starting values (90% and 3%) are only placeholders.
2. Under Invoices you could factor, pick the factor next to an invoice and tap Submit. You see an estimate of the advance and fee first.
3. When the factor pays your advance, tap Advance received.
4. When the broker pays the factor and the reserve is released to you, tap Broker paid · reserve released. The invoice is marked Paid.

• Package (ZIP) downloads the invoice PDF together with the BOL, POD and rate con, ready to send to your factor.
• Email to factor sends that package to your factor's submission email (only when email is set up).
• Rejected records that the factor said no. Undo takes an invoice out of factoring if you submitted it by mistake.

The numbers at the top show advances received, reserve held by the factor, fees paid, cash in so far, money awaiting an advance, and what you'll net after fees. The fee is an estimate from your factor's rate, so check it against their statement.