Understanding your shipment's billing status

To help you track the status of payments from your customers and to your carriers on your shipments, Turvo creates a Billing status. Unlike the main shipment Status feature, the Billing status is an automated feature that Turvo updates based on the progress of the shipment, documentation uploads, and customer billable and carrier payable invoicing activity.

Multiple billing statuses can be applicable to a shipment for both customer and carrier invoices. In this sense, the billing status functions more like tags than the main shipment status feature.

Protip: See our articles on Tags in Turvo and Shipment work phases to learn more about tags and shipment statuses, respectively.

How billing statuses are applied

The billing status feature is enabled once an Admin-level user configures required documents for your tenant using the Billing tags and billing status based on documents uploaded field in Admin Console > Payments > Billing Document Rules.

Turvo uses the configured required documents to determine the current billing status of customer and carrier invoices. See our Configure required document rules for customer invoicing article to learn more about enabling and configuring this field. 

Determining the shipment’s current billing status

The easiest method to view the current customer and carrier billing statuses on a shipment is to find it in the Shipments page list view. Click on the shipment to see the shipment’s preview pane on the right.

If the shipment’s status is Route complete, Ready for Billing, or Processing, then two circles are displayed at the top of this pane, below the customer name and shipment number. The left circle represents the customer’s billing status and the right circle represents the carrier’s billing status. The color of the circle and the text within indicates the status of the invoicing process for each shipping partner.

Customer invoice billing statuses

In the preview pane, one of the following circle icons is displayed under the Customer bill heading. These icons do not specifically reflect the exact billing status, as a shipment can have multiple billing statuses, but reflect the general progress of the customer invoicing.

Protip: See our How to filter shipments article to learn more about filtering your shipments by billing status.

Needs docs

You should see the Needs docs customer invoice listed with this icon if you configure the Billing status filter to include the following statuses:

  • Needs docs: The shipment is missing at least one required document.
  • Needs POD: The shipment is missing a proof of delivery document.

Ready to invoice

You should see the Ready to invoice customer invoice listed with this icon if you configure the Billing status filter to include the following statuses:

  • Has docs: Required documents have been uploaded to the shipment and the shipment is ready for invoicing.
  • Needs customer invoice: A billable customer invoice is still outstanding.
  • Customer invoiced (draft): A billable customer invoice has been drafted, but the customer has not been invoiced.

Customer invoiced

Once the customer invoice has been submitted, depending on the status of the customer’s invoice payment, the preview pane displays one of three status icons:

  • The white circle with green outline means that the customer has not paid for the invoice but that the payment is not yet late. The text in the middle shows the number of days elapsed since the customer invoice was submitted.
  • The red circle shows that the customer payment’s due date has passed. The text in the middle displays the number of days past the due date the current calendar date is.
  • The green circle indicates that the customer has paid for the shipment invoice in full.

These icons should appear when you configure the Billing status filter to include the following statuses:

  • Customer invoiced: The billable customer invoice has been submitted to the customer.
  • Customer not paid: The customer has been invoiced for the shipment but the customer has not paid.
  • Customer paid: The billable customer invoice has been paid.

Note: You may also see these icons when searching for Needs docs or Needs POD if the customer has already been invoiced despite missing documents.

Carrier invoice billing statuses

In the preview pane, one of the following circle icons is displayed under the Carrier pay heading.

Needs invoice

The Needs invoice icon appears when the shipment’s carrier has not yet submitted an invoice to your organization. This icon should appear when you configure the Billing status filter to include the following statuses:

  • Needs carrier invoice: A payable carrier invoice is still outstanding.
  • Carrier invoiced (draft): A payable carrier invoice has been drafted, but the carrier has not finalized and submitted the invoice.

Carrier invoiced

Once the carrier has submitted their invoice for the shipment, the preview pane displays one of three status icons, depending on the status of your payment to the carrier:

  • The white circle with green outline means that the carrier has invoiced your organization for the shipment and that payment has not been made but is not yet late. The text in the middle shows the number of days remaining before the invoice payment’s due date..
  • The red circle shows that the carrier payment’s due date has passed. The text in the middle displays the number of days past the due date the current calendar date is.
  • The green circle indicates that your organization has paid the carrier in full for the shipment.

These icons appear when you configure the Billing status filter to include the following statuses:

  • Carrier invoiced: The carrier has submitted a payable invoice for the shipment.
  • Carrier paid: The payable carrier invoice has been paid.
  • Carrier not paid: The carrier has submitted an invoice for the shipment but the carrier has not been paid.

 

Was this article helpful?

0 out of 0 found this helpful