This document provides a comprehensive guide on how to view, create, and manage invoices for your clients within Onfleet.
This article will cover:
Requirements to Enable Invoicing:
Viewing, Publishing, Editing, and Marking Invoices as Paid
Updating & Modifying Invoicing Frequency
Disabling & Re-Enabling Invoicing
Client Experience with Invoicing
Invoicing Overview
Onfleet’s invoicing system automates invoice generation for your clients based on a set frequency (weekly or monthly). You can review invoices, add line item adjustments such as charges or discounts, and publish invoices to your clients' portal. With this feature, you can:
- Review invoices before sending them to clients.
- Apply adjustments such as additional charges or discounts.
- Publish invoices to the client’s portal.
- Orders will be automatically added to the appropriate invoice based on their completion date (successful + failed orders).
Key Components of an Invoice:
- Invoice Number: A unique identifier assigned sequentially to each invoice.
- Invoice Status: Indicates whether the invoice is a draft, payment pending, or paid.
- Invoice Period: The date range covering completed orders included in the invoice.
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Invoice Date: The date the invoice is made available to the client on their portal for payment.
- Due Date: The deadline by which the client must pay the published invoice.
- Total Cost: The sum of all completed orders within the invoice period, including any adjustments.
- Invoice Adjustments: Any additional charges or discounts applied to the invoice.
- Payment Notes: Any additional notes added to the invoice.
- Invoice Adjustments: Any additional charges or discounts applied by the courier.
- Order Breakdown: A detailed view of the individual orders included in the invoice, including service level and cost.
Editing & Updating Invoices:
You can continue editing and re-publishing invoices until they are marked as paid. Clients receive email notifications when an invoice is published or updated, along with a timestamp reflecting any changes.
Configuring Invoices
To configure invoicing for a client, navigate to the Clients page and select the client you want to configure. At the bottom of the client's page, you will find the Invoicing card. If you don’t see the “Courier” page as an option, please contact sales to let them know you are a courier.
Requirements to Enable Invoicing:
- A client must have a Rate/Service pair assigned to them before invoicing can be enabled.
Choosing Invoice Frequency:
You can configure invoicing frequencies for each client based on your operational needs. Invoices can be set to generate on a weekly or monthly basis.
- Client's Timezone: The invoicing schedule follows the client's timezone.
- Monthly Invoicing: A new invoice period automatically begins on the first day of each month and lasts until the end of the month.
- Weekly Invoicing: You can select a specific day of the week (Monday–Sunday) to define when the invoicing period begins. Each weekly invoice period runs from the selected day through the following six days.
Monthly Invoicing:
Starts on the day invoicing is activated and runs until the last day of the month.
The next invoice period automatically begins on the first day of the following month.
Example: Monthly Invoice Start Date
If invoicing is enabled on February 18, 2025 (Tuesday):
- First Invoice Start Date: February 18, 2025, 12:00 AM
- First Invoice End Date: February 28, 2025, 11:59 PM
- The next invoice period starts on March 1, 2025, covering the full month.
Weekly Invoicing:
- You can select a specific start day of the week (Monday–Sunday).
- Each weekly invoice period runs from the selected start day through the following six days.
Example 1: Selecting a Start Day Different from Today
If today is February 18, 2025 (Tuesday) and you select Friday as the start day:
- First Invoice Start Date: February 18, 2025 (Tuesday), 12:00 AM
- First Invoice End Date: February 20, 2025 (Thursday), 11:59 PM
- Next Invoice Period: February 21 (Friday) – February 27 (Thursday)
Example 2: Selecting Today as the Start Day
If today is February 18, 2025 (Tuesday) and you select Tuesday as the start day:
- First Invoice Start Date: February 18, 2025 (Tuesday), 12:00 AM
- First Invoice End Date: February 24, 2025 (Monday), 11:59 PM
- Next Invoice Period: February 25 (Tuesday) – March 3 (Monday)
Configuring the Due Date:
You can define when payments are due after an invoice is published to the client's portal.
- Due Date: It allows you to specify the number of days after invoice publication when payment is due (e.g., “Net 7” or “Net 14”).
- Overdue Status: If the due date passes and the invoice remains unpaid, its status will update to Overdue.
Viewing, Publishing, Editing, and Marking Invoices as Paid
Viewing Invoices - Table View:
You can view and manage all invoices from the Invoices section of their Onfleet dashboard. The invoice table provides an overview of all invoices, including:
- Invoice Number: A unique identifier assigned to each invoice.
- Invoice Date: The date the invoice was published.
- Invoice Period: The billing period the invoice covers.
- Due Date: The deadline by which the client must pay the published invoice.
- Client Name: The client associated with the invoice.
- Total Cost: The total amount due, including adjustments.
- Status: Indicates whether the invoice is Draft, Payment Pending, or Paid.
- Number of Orders: The count of completed orders included in the invoice.
Invoice Details View:
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Invoice Summary:
- Displays the invoice number, client name, invoice status, and invoice period.
- Shows the total invoice amount after any applied adjustments.
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Order Breakdown:
- Lists all completed orders included in the invoice period.
- Displays Order ID, Order Date, Order Status (successful/failed), and Service Level.
- Adjustments Section: Displays any manual adjustments added by you (e.g., additional charges or discounts).
- Payment Notes: Displays any notes that you enter for the client (e.g, such as a payment link.)
- Due Date: Payment deadline for the invoice. If the deadline passes before the invoice is paid, the invoice becomes Overdue.
Managing Invoice Adjustments:
You can modify invoices before they are marked as paid by adding adjustments.
- Before the invoice period is over, you can make edits via Line Item adjustments and click "Save" to store changes.
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After the invoice period ends, you can make edits via Line Item adjustments but must choose between:
- "Save" – Saves changes without publishing.
- "Save & Publish" – Saves changes and publishes the updated invoice.
- Each time an invoice is published (or re-published after edits), the client receives an email notification.
Types of Adjustments:
- Additional Charges – Apply extra fees related to specific deliveries or services.
- Discounts – Apply reductions for clients as part of promotions or agreements.
Adding an Adjustment:
Each adjustment requires:
- Adjustment Name – A brief description (e.g., “Fuel Surcharge”).
- Adjustment Description – A short explanation of why the adjustment was made.
- Adjustment Amount – A positive or negative value reflecting the adjustment.
Publishing an Invoice:
- You can publish an invoice only after the invoice period is over.
- To publish an invoice, click edit
- Click “Save and Publish”
- Once an invoice is published, it becomes available in your client’s portal.
The client receives an email notification every time an invoice is published.
Marking an Invoice as Paid:
- You can mark an invoice as paid after it has been published.
Once an invoice is marked as paid, it can no longer be edited.
Updating & Modifying Invoicing Frequency
Monthly → Weekly Transition:
If you switch a client’s invoicing from monthly to weekly, the system will:
- Close out the current monthly invoice on the day before the selected new weekly start day.
- Start the new weekly period on the selected start day.
Example (January 2025)
- Today: January 16, 2025 (Thursday)
- Current Monthly Invoice Period: January 1–January 31
- Invoice start day is changed to Wednesday
- System closes out the monthly invoice on January 21 (Tuesday) at 11:59 PM
- New weekly invoice starts:
- Invoice Start Date: January 22 (Wednesday) at 12:00 AM
- Invoice End Date: January 28 (Tuesday) at 11:59 PM
Weekly → Weekly Transition:
If you change the weekly start day, the system will:
- Close out the current weekly invoice on the day before the newly selected start day.
- Start the new weekly period on the selected start day.
Example (January 2025)
- Today: January 16, 2025 (Thursday)
- Current Weekly Invoice Period: January 15–January 21 (Wednesday–Tuesday)
- Invoice start day is changed to Monday
- System closes out the current invoice on January 19 (Sunday) at 11:59 PM
- New weekly invoice starts:
- Invoice Start Date: January 20 (Monday) at 12:00 AM
- Invoice End Date: January 26 (Sunday) at 11:59 PM
Weekly → Monthly Transition:
If you switch a client’s invoicing from weekly to monthly, the system will:
- Extend the current weekly invoice to the end of the current month.
- Start the new monthly period on the first day of the next month.
Example (January 2025)
- Today: January 16, 2025 (Thursday)
- Current Weekly Invoice Period: January 15–January 21 (Wednesday–Tuesday)
- User changes frequency to Monthly
- System extends the current invoice to January 31 (11:59 PM)
- New monthly invoice starts:
- Invoice Start Date: February 1 at 12:00 AM
- Invoice End Date: February 28 at 11:59 PM
Disabling & Re-Enabling Invoicing
If invoicing is turned off, the current invoice remains open until the period ends. Orders will be added to the invoice until the period is over.
- If re-enabled within an active invoice period, the frequency period resumes without any changes.
- Once the period is over, invoicing will be disabled completely for that client.
Client Experience with Invoicing
Once you publish an invoice, the client receives an email notification and can access the invoice in their Onfleet portal.
How Clients View Invoices:
- Clients navigate to the "Invoices" section in their portal.
- They can view all invoices, including:
- Invoice Number
- Invoice Date
- Invoice Period
- Due Date
- Total Cost
- Invoice Status (Payment Pending, Paid)
- Number of Orders Included
Invoice Details for Clients:
When a client selects an invoice, they can view:
- Full Invoice Details, including adjustments applied.
- Order Breakdown – a detailed view of the orders included in the invoice.
- Payment Status – whether the invoice is pending or marked as paid.
Client Actions on Invoices:
If an invoice has discrepancies, clients must contact you directly to resolve issues before payment.