With CloudTrucks Invoicing you can stay organized and get paid faster by seamlessly creating and sending invoices and key load-related documents to your customer or factoring company without ever leaving the CloudTrucks TMS.
Table of Contents
- Who can send invoices or load-related documents
- How to create & send an invoice
- How to send documents to your factoring company
- What your customers will see when emailed
- How to send an invoice if you weren't ready to when you created it
- How to edit an invoice
- How to void an invoice
- How to download an invoice
- Why is invoicing important?
Who can send invoices or load-related documents
Only admins can create and send invoices or load related documents to customers or factoring companies.
How to create & send an invoice
From the CloudTrucks desktop app
Watch this video or follow the step-by-step guide below:
From an in-progress job you're ready to mark complete
1. Log in to your CloudTrucks TMS and click on your jobs list from the left hand side panel
2. Find the in-progress job you're ready to mark complete, ensure you have all of the appropriate documents attached (we recommend a ratecon and BOL or POD at least) and click 'Complete Job'
3. You'll be redirected to the "Past" tab on your jobs list. Go ahead and find that job and click into it to start creating the invoice.
4. Scroll to the 'Invoice' section (just below documents) of the job details page and click 'Create Invoice'
5. Add in any additional payment items you'd like to invoice on, such as accessorials, fill in your payment details, and click 'Continue'
6. Enter in your customers' information, include your payment terms (we typically recommend ~30 days) and click 'Continue'
7. Review your invoice - make sure everything is accurate in the PDF preview - and click 'Create'
8. Fill in your customers' email address to send them a copy of your invoice, BOL, ratecon, and any other load-related attachments so they can get started processing your payment
From the CloudTrucks mobile app
Watch this video or follow the step-by-step guide below:
From an in-progress job you're ready to mark complete
1. Select a load that you are ready to mark complete, scroll down and click Complete Job
2. You'll get a pop up that confirms you completed the job. Click the blue button that says Create Invoice
3. Add any line items you'd like to add to the invoice. We have a few you can choose from a drop down or if the one you want to add is not listed, choose 'Other accessorial'. Feel free to add as many line items as needed.
4. Once you've added all your line items, tap Continue and add all the broker load ID and broker information to the invoice by tapping the pencil icon for each item
5. Scroll to make sure all of the items on this page is correct. Update the Payment Terms if needed as well and tap Continue
6. Preview the invoice, and make sure everything is listed correctly once again before you send it out for payment. If everything looks good, tap Create Invoice
7. You'll be redirected to the load details page for that completed job. Scroll to the top and tap on the invoice when you're ready to send.
8. Make sure all of the necessary documents are attached - we require ratecon and POD/BOL
9. Send invoice to your intended recipient using whichever method you prefer
From a completed job
1. Tap the truck icon in the CT mobile app to access your jobs list and then hit the box with the down arrow on the top right to see your completed jobs
2. Click into any completed job and tap Invoices in the documents section
3. Tap the blue Create Invoice button and follow steps 3 through 9 from the section just above to create and send the invoice
How to send documents to your factoring company
CloudTrucks makes it easy to send your factoring company any load-related documents, even if you don't need to create an invoice.
1. Go to your jobs list from the left hand side navigation pane and click on any in-progress or completed job
2. Make sure all the documents you'd like to send are added under the documents section, then click the 3 vertical dots next to 'Complete job' and hit 'Notify factoring company'
3. Fill in the details, make sure the documents are attached, and the email will be immediately sent to your factoring company, plus those attachments
What your customers will see when emailed
When you email your customers an invoice or send your load-related documents to your factoring company, they'll receive an email similar to the one below with copy that is appropriate to the circumstance of the notification.
For example, if you're invoicing a broker, they will see an email that looks like this, with all the important documents attached.
How to send an invoice if you weren't ready to when you created it
From the CloudTrucks desktop app
1. From your Jobs list click on any job you've already created an invoice for
2. Scroll down to the invoice section of the job details page, click on the three vertical dots next to the invoice you'd like to send and hit 'Send'
3. You'll be redirected to the same page you previously saw where you can add your customers' contact information and select the documents you'd like to attach. All that's left to do is click send.
How to edit an invoice
From the CloudTrucks mobile app
If an invoice is still in draft mode, you can edit it at any time by going to the job details page and tapping the invoice at the bottom of the page.
If an invoice has already been generated and sent, you must void the invoice and then create a new invoice. The new invoice will be generated with a unique invoice number so that brokers can differentiate between the 2 different versions of the invoice.
How to void an invoice
From the CloudTrucks desktop app
1. From your Jobs list click on any job you've already created an invoice for
2. Scroll down to the invoice section of the job details page, click on the three vertical dots next to the invoice you'd like to void and hit 'Void Invoice'
3. Confirm you want to void it, and once complete your invoice will say 'Voided' right underneath it.
You will still be able to view and download the invoice if you click on it, however voiding an invoice cannot be reversed.
From the CloudTrucks mobile app
- Select the job from the job list
- Scroll to the bottom and tap on the invoice
- Select the “more options” menu from the top right corner of the screen
- Select “Void” - the invoice will be voided
Voiding an invoice cannot be reversed. Voided invoices can be viewed from the job screen and can still be downloaded.
How to download an invoice
From the CloudTrucks desktop app
1. From your Jobs list click on any job you've already created an invoice for
2. Scroll down to the invoice section of the job details page. From here you can either click on the invoice itself or click on the three vertical dots next to the invoice you'd like to download and hit 'View'
3. Next you'll see a PDF version of your invoice pop up, with a download icon on the top left.
From the CloudTrucks mobile app
- Select the job from the job list
- Scroll to the bottom and tap on the invoice
- Select the “more options” menu from the top right corner of the screen
- Select “Download” - the PDF will be downloaded to your files
Why is invoicing important?
Send professional invoices to brokers, shippers, and factoring companies to make sure you get paid. Beyond that, other benefits to using invoices:
- Maintaining records: The most important benefit of an invoice is the ability to keep a legal record of the job.
- Payment tracking: For accounting purposes, an invoice helps you or your accountant keep track of payments and amounts owed.
- Easy tax filing: Recording and maintaining all invoices helps you track your revenue properly. If a broker failed to pay you for a job, you don't want to count that as income and pay taxes on it.
- Business analytics: Analyzing invoices can help you identify trends, profitable weeks or months, and more.
If you have any questions about invoicing, please reach out to flex-support@cloudtrucks.com.