How to bill delivered orders

Click on order in the list to open the detailed view. You'll see two main tabs:

Before billing any order, verify these key items:

Documents: Are all required documents uploaded?

Order Information: Is everything accurate?

Financial Details: Do the charges look correct?

You'll see visual thumbnails for each required document category.

Available Actions:

Example Scenario: You notice the POD is missing. Click "Ask driver" next to the POD thumbnail. The system sends a text or app notification to the driver saying "Please upload your Proof of Delivery for Order #964." The driver can then upload it directly from their mobile app.

This panel shows all order details organized into sections:

Status Indicator:

General Information Section:

Cargo Details Section:

💡 Tip: Click the "Edit" button next to any section to make changes without leaving the order view.

Mileage Information Section:

Financials Section:

Route Section:

Billing Notes Section:

This is where you'll prepare the order for billing.

Total Amount Display:

Shows the current order total (example: "$800.00") with billing status

Billing Details Section:

Financials Section:

This shows all charges that will appear on the invoice:

Action Buttons:

Sometimes you need to bill to a different address or change how the invoice is delivered:

Steps:

Accessorials are additional charges beyond the base freight rate.

Steps to Add Accessorials:

Sometimes you need to modify the base freight amount or fuel surcharge.

Steps:

Revenue Terms Section:

Summary Display: As you make changes, you'll see real-time updates:

The system integrates with Breakthrough (a fuel surcharge management system) to automatically apply correct fuel surcharges to your orders. Sometimes orders are flagged with "breakthrough issues" that need attention before billing.

Common Breakthrough Issues:

Automatic Updates: The system updates fuel surcharges twice daily:

Data Sources:

If an order has a breakthrough issue:

Steps:

The issue is resolved and the order moves out of the issues stack

Before you can bill an order, you must mark it as reviewed. This is a quality control step to ensure everything is accurate.

What "Reviewed" Means: You've verified that:

Steps to Mark as Reviewed:

Example: You open Order #964, verify all documents are uploaded, confirm the $800.00 total matches your rate confirmation, and check that all order details are correct. You click "Mark as reviewed." The order is now eligible for billing. What Changes After Review:

⚠️ Important: Once marked as reviewed, you can still make changes to the order if needed. The review status indicates you've verified the order, not that it's locked from editing.

Once an order is marked as reviewed, you can generate and send the invoice to your customer.

Steps:

What Happens Next:

The system generates the invoice and delivers it according to the customer's billing method:

Email Delivery:

EDI Delivery (Electronic Data Interchange):

Online Portal:

Paper Delivery:

Order Status Changes: After successful billing:

Most orders need these documents before billing:

Proof of Delivery (POD):

Rate Confirmation (RC):

Scale Ticket (Weight Ticket):

Lumper receipt:

If a document is missing, you can request it directly from the driver:

Steps:

What the Driver Sees: "Order #964 needs your Proof of Delivery. Please upload it in the driver app." When Driver Uploads: The document appears immediately in the order view, and the red indicator changes to a green checkmark. Example: You're reviewing Order #966 and notice the scale ticket is missing. You click "Ask driver" for the scale ticket. Driver John receives a text on his phone, opens the driver app, takes a photo of the scale ticket, and uploads it. Within seconds, you see the scale ticket appear in the order view.

💡 Tip: If a driver consistently fails to upload documents, reach out personally or involve their driver manager. Document compliance is crucial for timely billing.

Sometimes you need to upload documents on behalf of the driver or from other sources:

Steps:

When to Upload Manually:

⚠️ Important: Make sure documents are clear and readable before uploading. Blurry or incomplete documents may not be acceptable for billing disputes or audits.

To View a Document:

To Delete a Document (if uploaded in error):

Document Organization: All documents are automatically organized by category and stored with the order record. You can always access them later from the order history.

Issue: The "Bill order" button is not available or is grayed out Cause: The order hasn't been marked as reviewed yet.

Solution:

If this doesn't work: Make sure you have proper billing permissions. Contact your system administrator if you believe you should have access.

Issue: Order shows a breakthrough issue, or fuel surcharge is $0.00 when it should have a value Cause: Breakthrough system hasn't provided fuel surcharge data, or there's a configuration issue

Solution:

If this doesn't work: Contact your system administrator. There may be a problem with the Breakthrough integration or customer-specific fuel surcharge setup.

Issue: The billing address shown doesn't match where the invoice should be sent Cause: Order was booked with the wrong billing location, or customer has multiple billing addresses

Solution:

If this doesn't work: If the correct billing address isn't in the list, you may need to:

Issue: When you try to bill an EDI customer, you receive an error about missing accessorial codes or invalid code types

Cause: Accessorial charges don't have proper EDI codes configured

Solution:

Issue: You know an order was delivered, but it doesn't show up in the To Bill list

Cause: Order may not be fully delivered, may be filtered out

Solution:

If this doesn't work: Contact your system administrator or operations team to investigate the order status.

Daily Fuel Updates: Breakthrough Fuel surcharges update at 3:00 AM and 3:00 PM system time. If you bill right before an update, the fuel amount won't include the latest price data.

Weekly Breakthrough Updates: EIA fuel prices data refreshes weekly on Tuesdays - Wednesdays.