Why and how to invoice using Dashdoc:
Time saving ⏱️
Streamlined process 🙌
Improved cash flow by invoicing as soon as the transport is completed 🧾
Control profitability 📊
Are your shipments completed? It's now time to review them.
This step is essential to send your shipments for invoicing. It will allow you to perform a final check of the shipment information (documents, weight, price...).
To learn how to review your shipments, please refer to this article.
Prepare your draft invoices (pro forma invoice)
☝️ Key points before you invoice :
You can cancel, modify, complete an invoice with "draft" status in Dashdoc.
Once the invoice has a "finalized" status, you must issue a credit note to cancel it, to comply with your accounting.
If you are connected to a third-party software, the "draft" invoice is created in Dashdoc. It is not sent to the invoicing tool as long as it has this status.
How to create a draft invoice?
1 - Go to the Receivables menu > Invoices tab
When transport orders are verified, they appear in the invoicing queue on the right.
2 - Use the filters
Select transport orders based on different criteria: period, destination, loading/delivery sites, tags.
Otherwise, use the search bar directly (e.g., search by shipper reference).
3 - Select the orders you wish to include in the draft by checking the boxes on the left
The total amount of selected TOs for the same destination is displayed at the bottom left. Then, click next.
Before creating your draft invoice, you have the option to:
create an invoice per transport via the "Ungroup by transports" button
add transports to an existing draft via the "Add to an existing invoice" button
remove from draft invoice, to cancel the draft
Finally, click on "create draft invoices"!
4 - The invoice is created with "draft" status in the invoice list
When you create a draft invoice, a PDF version of the pro forma invoice will be available at the bottom of the page for download.
As soon as you make a modification to the draft: adding price lines, modifying data, adding fuel indexation... the pro forma invoice is automatically updated.
⚠️ You can no longer modify the transport once it is used on a draft invoice.
To remove a transport or change its reference or price, delete it from the draft first.
The transport then falls back into the Orders to invoice pool, with the "verified" status.
Customize your invoices
1 - Modify the information related to the transport description
Here is the information that appears by default per transport on your invoice:
For goods transport: | For rental transport: |
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To manually modify a transport description, hover over a transport line and click the pencil icon.
You can then freely modify the description field:
2 - Customize your invoice templates
Do you want to customize the description of your transport orders on your invoices to meet your customers' expectations? Use our invoice templates!
This feature allows you to automate and standardize your invoices, whether for multiple customers or for each customer separately.
To understand how to set up invoice templates: click here !
To apply or modify the invoice template that applies to your draft, click the Customize button.
Click on the "Invoice template" drop-down list and choose the desired template.
Other customization options are available:
Bank details
PDF language
Display of fuel surcharge: one line per transport or one line at the bottom of the invoice
Display of the carbon footprint
These customization choices are saved per customer!
3 - Add invoice lines or a fuel surcharge
Once your transports are added, you can also add other lines to your draft invoice.
You have three choices:
add an invoice line, to bill for an additional service, in addition to the transports present on the draft
add or update the fuel surcharge: discover how to use it by clicking here !
add a text line
4 - Reorganize invoice lines
You can choose to group or merge your invoice lines based on different criterion:
Group :
Shipments will be grouped on your invoice according to the chosen criterion. The number of shipments, the price, and the weight are added up in this line:
Merge
Orders will be merged onto one line based on the chosen criterion. If you choose "Single line", all draft orders will be merged:
You can edit the description manually:
Every time you make a change, your PDF version of the pro forma invoice updates automatically.
This PDF can be downloaded at any time for review before finalizing the invoice.
Finalize your invoices
Is your invoice complete? Are all the details correct?
It's time to finalize your invoices!
Go to your draft invoice page, then in the top right, click the Finalize button.
By default, the invoice date is set to today, but you can change it. The due date is automatically set 30 days ahead, though this can also be adjusted:
⚠️ Clicking ‘Finalize invoice’ confirms and completes your invoice.
Only the issuance of a credit note allows the invoice to be canceled from an accounting perspective.
It's completed! 👌 You can now share the invoice with your client!
To learn how to share the invoice and its documents from Dashdoc, click here!
To manage your transport orders from entry to invoicing, Dashdoc has connected to several invoicing software.
To learn more about connecting with other invoicing tools, contact us.
Not yet a Dashdoc destination? If you would like to access a demo and trial of the connected Dashdoc TMS, tell us here: