From completed trip to invoice

A transport job isn’t finished just because the vehicle has arrived at its destination.

After the trip, the details often need to be checked, the documentation gathered and the customer invoiced.

This is where many smaller transport companies spend an unnecessary amount of time.

If the information from the trip is already collated in one place, the process from completed trip to invoice becomes much simpler.

Why does invoicing take time?

In many smaller transport companies, the information is scattered across different locations.

The customer’s details are in the email system.

The price may be in a quotation or a spreadsheet.

The driver has a waybill.

The trips are in the calendar.

And when the invoice needs to be created, the information has to be tracked down again.

This creates duplication of work.

Gather the information from the start

A better workflow begins as soon as the trips are created.

If the customer, price, addresses, driver and vehicle are already recorded on the transport order, the information can be used throughout the entire process.

The trips are created.

They are planned.

The driver carries out the trips.

The documentation is compiled.

And finally, the trips can be prepared for invoicing.

Digital documentation

Documentation is often the stage that delays invoicing.

If waybills are on paper, they must first be returned to the office.

If the information is recorded digitally, it can be linked directly to the trips.

This makes it easier to check that the job has been completed and is ready for further processing.

Fixed price and invoicing

Many transport jobs are carried out at an agreed fixed price.

If the price is already included in the trip details, there is less risk of having to look it up again afterwards.

This makes a particular difference in companies with many daily trips.

Regular customers

Regular customers often mean many repeat invoices.

If the same information has to be found and entered again each time, the administrative workload quickly becomes burdensome.

A transport management system can help to reuse the information already on file for the job.

Why is faster invoicing important?

The sooner a completed trip is invoiced, the sooner the company can receive payment.

It is therefore not just about saving time in the office.

It’s also about cash flow.

If completed trips are left waiting for documentation or manual entry, invoicing is delayed.

Boxboxbox: from trip to invoice

Boxboxbox manages the transport job from planning to completion.

Once a trip has been created with the customer, driver, vehicle and price, this information follows the trip throughout the entire process.

Once the trip has been completed, the documentation can be used directly for invoicing.

The aim is to reduce unnecessary duplication of work.

Frequently asked questions

How can transport invoicing be made easier?

By bringing together the customer, price, trip and documentation in the same system from the outset.

Can a completed trip be prepared for invoicing digitally?

Yes. If the trip details and documentation are stored digitally, it becomes easier to finalise and invoice the job.

Why is invoicing often delayed?

This is typically because information and documentation are stored in different places and have to be tracked down after the journey.

Can Boxboxbox be used for invoicing?

Yes. Boxboxbox includes invoicing functions as part of its transport management system.