Why invoice from Dashdoc ?
To manage your shipments from data entry to invoicing, Dashdoc is connected to several invoicing software (Pennylane, Quickbooks, Sage 100C,...)
To know more about the connection with other invoicing tools, contact us.
What are the benefits for you ?
Time saving ⏱️
Smooth process 🙌
Cash saving by invoicing as soon as the transport is completed 🧾
Control of profitability 📊
What steps to edit your invoice from Dashdoc?
Are your shipments finished? It is now time to verify them.
This step is mandatory to send your shipments for invoicing; it will allow you to make a last verification of the shipment information (documents, weight, price...).
To know how to check your shipments, go to this article.
Prepare your draft invoices (proforma)
☝️ What you need to know before invoicing:
The "draft" invoice is done in Dashdoc, it is not sent in the invoicing tool as long as it is still in draft status.
You can cancel, modify, complete an invoice in "draft" status in Dashdoc.
Once the invoice is in "finalized" status, you have to make a credit note to delete it in respect of your accounting.
How to create a draft invoice ?
1 - Go to the tab "My invoices".
When the shipments are checked, they appear in the list of shipments to invoice
2 - Use the filters
Select the shipments by customer, date, loading/delivery sites, labels.
Otherwise, use the search bar directly (e.g.: search by shipper reference)
3 - Select the shipments you wish to integrate into the draft by checking the box on the left
The total amount of the selected TOs for the same customer is displayed at the bottom left
Click on next
Choose among the following options:
one invoice per TO
group the TOs in one invoice
add the selected TOs to an existing draft
Click on "create a draft invoice"
4 - The invoice is created in "draft" status in the invoice list
When creating the draft invoice, you will find a pdf proforma at the bottom of the page. To know everything about the proforma, it's over here!
Customize your invoices
1 - Modify the information related to the description of the transport
Here is the information that appears by default per shipment on your invoice
For goods transports: | For rental transports: |
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To edit each draft individually, unfold the transports and click on the description. You can then modify the description field freely.
2 - Use the invoice templates
To apply the same description template to several invoices at once, use the invoice templates.
With this feature, you can standardize your invoices for several customers at once or each customer individually.
To apply a template to your draft invoice, use the "invoice templates" drop-down list and choose the desired template
3 - Add lines or a fuel surcharge
Once you have added your shipments, you can also add general lines to your draft invoice
You have 2 choices:
add fully customizable lines
use the "fuel surcharge" feature: find out how to use it by clicking here!
Adding a customizable line allows you to include a new invoice item
4 - Grouping invoice lines
You can choose to re-group the shipments of an invoice into one line via the "Group shipments" > "into one line" button
The rates of these shipments will then be added together in this single invoice line:
If a shipment contains several price lines, they will all be added together in this line
For the fuel indexation: the index amounts in each transport will also be added in this line
With this grouping, no product code will be sent to your external invoicing software
⚠️ Warning: It is necessary that the lines of all your transports have the same VAT rate and same invoice item to regroup them.
(Reminder: the VAT rate is by default 20% in Dashdoc, if you need to apply another rate, it is necessary to use an invoicing product)
Once these lines are grouped, a single line "Transport of the month" will group all the transports of the invoice; you can modify this line again by changing the description manually
With each modification, your draft PDF (at the bottom of the page) is automatically updated. You can download this pdf at any time to check it before finalizing the invoice.
Finalize your invoices
Is your invoice complete? Is the information on the proforma correct?
It's time to finalize your invoices!
Go to the page of your draft invoice
In the top right corner, click on the button "mark final"
⚠️ by clicking on "mark finalized", your invoice is sent to the invoicing software, it is definitive and non-modifiable. Only a credit note can cancel the invoice for accounting purposes
By marking your invoice finalized, you can choose the date of invoicing in the window that appears
Your invoice is created in the billing software, you can find the pdf of the invoice on Dashdoc (only for the connection to Pennylane)
You're done! 👌
You can now share the invoice to your client; to find out how to share invoices and documents from Dashdoc, it's over here!
Not a Dashdoc customer yet? If you would like to have access to a demo and trial of the Dashdoc connected TMS, let us know here :