How to create & send an invoice – Your Authority

With CloudTrucks Invoicing, easily create invoices from your jobs and send invoices to brokers for payment. Skip Quickbooks, and manage all your invoices in just a few taps on your phone.

Why is invoicing important?

Send professional invoices to brokers, shippers, and factoring companies to make sure you get paid. An invoice a legal agreement showing what is owed to you. However, there are 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.

How can I create an invoice?

Right now, invoicing for CloudTrucks is only available through the CloudTrucks mobile app. Soon, invoicing will be available on CloudTrucks web as well.

Select a booked or completed job from the job list (truck icon)
Scroll to the bottom and click “Create Invoice”
Follow the prompts on the screen to enter payment items (such as detention), payment terms, and payment method.
Once you've completed all the steps, click on "Create Invoice" to save and generate your invoice. Your new invoice will now be added to the job details page.

How can I edit an invoice?

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 can I send an invoice?

Select a booked or completed job from the job list (truck icon)
Scroll to the bottom and click on your invoice
You will see a preview of your invoice. Click “Send invoice”
Select the documents that you would like to attach with the email, such as your ratecon and BOL.
You can then send the documents via email or text. All the documents, including your invoice and any attached additional documents, will be sent as attachments.

How can I void an invoice?

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 can I download an invoice?

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

If you have any questions about invoicing, please reach out to flex-support@cloudtrucks.com.