Chapter 8

Invoices

8.1 How an invoice moves#

An invoice is overdue when it is Issued or Partially Paid and its due date has passed. Tick “Overdue only” on the Invoices list to see them; Admins also see them on the Dashboard.

8.2 Creating an invoice#

1. Finance → Invoices → “New Invoice.” (Or click “Create Invoice” on a trip, which starts the invoice with that trip.)
2. Step 1: Client. Choose the client and click “Next: Select Trips.”
3. Step 2: Select Trips. Tick the client’s trips to bill. The amount shown for each includes its charges. Only delivered trips (Delivered, Returning or Completed) that aren’t already on another invoice are listed. To bill a client before delivery, use a proforma invoice (section 10). Then click “Next: Edit Line Items.”
4. Step 3: Line Items. Each trip becomes a line using its trip value, followed by a line for each of its charges (quantity × amount each). A Return empty trip also gets its own line for the return, “TRP-…: Return empty.” Pass-through charges are marked “paid on your behalf” and ticked “No tax,” so the Tax Rate leaves them out. Tick “No tax” on any other line that shouldn’t be taxed. Edit the descriptions, quantities and prices if needed (each quantity above 0, each price 0 or more, both with at most 2 decimals; a description of up to 500 characters), and use “+ Add Manual Line” for anything else, such as demurrage.
5. Check the Currency and Exchange Rate. They start as the first selected trip’s currency (or else the client’s default) and the rate for the invoice date (section 11.7). Change them if you agreed otherwise. If some trips are priced in another currency, a note reminds you to convert their prices.
6. Set the Invoice Date, the Due Date (on or after the invoice date) and the Tax Rate (%) if you charge tax. Add any Notes.
7. Decide whether to tick “Show itemized trip expenses on PDF” (see section 8.4).
8. Click “Create Invoice (Draft).” The invoice gets a number such as INV-2026-0001.

Subtotal, tax and total are worked out for you, in the invoice’s currency. A draft’s currency and rate can still be changed with “Edit.”

8.3 Issuing, editing and cancelling#

• Check a draft, then click “Issue Invoice.” The client can now see it in the portal and you can record payments against it.
• Click “Edit” to change a draft completely, or to change an issued invoice’s due date and notes.
• To withdraw an invoice, click “Cancel” and enter the reason. An invoice with payments recorded can’t be cancelled.
• Only a draft can be deleted: click “Delete” on its page, and its trips can be invoiced again. Cancel an issued invoice instead.

8.4 Invoice PDFs#

The “PDF” button on an invoice offers two versions:

• Itemized PDF: lists each trip’s logged expenses under its line. Use it when a client has agreed to pay costs such as fuel or tolls at cost. Each trip’s expenses are listed once. Costs recorded for pass-through charges are left out, as the client already sees those charges as lines.
• Clean PDF: just the lines, prices and totals.

Clients downloading an invoice in the portal always get the clean version, so internal costs are never shown to them. The PDF uses your organization’s details, logo and invoice footer notes from Settings (section 13.2).