Help Center / Invoicing and QuickBooks

Create and Send Invoices

CloudTMS creates a draft invoice when a load's POD is uploaded, and you can create the rest from the Ready to Bill tab. Email invoices with the PDF attached, then mark them paid when the money arrives.

Where in CloudTMS: /billing, /billing?tab=ready-to-bill, /billing?tab=invoices, /billing?tab=factoring

How Invoices Get Created

When a POD is uploaded to a load (from the web app or the driver app), or a load is moved to POD received, CloudTMS creates a draft invoice for it automatically. The invoice total is the load's freight plus fuel surcharge plus other charges, and the due date comes from the bill-to customer's payment terms (30 days if none are set).

Delivered loads that don't have an invoice yet wait on the Ready to Bill tab. Loads delivered more than 30 days ago are grouped at the top so they don't slip.

Company Admin, Billing, and Accounting users can create, send, and mark invoices paid. Collections and Executive users can open the Billing page and view invoices; Collections can also email them.

  1. Open Billing in the sidebar. (page: /billing)
  2. Go to the Ready to Bill tab and click Create Invoice on a load. To do several at once, tick their checkboxes and click the Create … invoices button in the bar that appears. (page: /billing?tab=ready-to-bill)
  3. If a load has no POD and doesn't need one, click POD Exempt on its row. (page: /billing?tab=ready-to-bill)

Email an Invoice

The invoice PDF is always attached. Supporting documents are added on top, up to 25 MB in total; anything past that is left off the email.

Clicking Mark Sent directly on a row in the invoice list opens the same dialog, but without the document picker, so only the invoice PDF goes out.

  1. On the Invoices tab, click a draft invoice to open its details panel. (page: /billing?tab=invoices)
  2. Under Actions, click Mark Sent. The Send Invoice dialog opens. (page: /billing?tab=invoices)
  3. Choose Email to broker and check the Broker email (it fills in from the customer's email on file). (page: /billing?tab=invoices)
  4. Under Attach documents, keep or change the selection. Rate con, POD, and BOL are pre-selected. (page: /billing?tab=invoices)
  5. Click Send. The invoice is marked sent once the email goes out. (page: /billing?tab=invoices)
  6. If you already sent the invoice outside CloudTMS, choose Mark as manually sent instead, add a note, and click Mark Sent. (page: /billing?tab=invoices)

PDFs, Packets, and Payments

Invoice statuses are Draft, Sent, Overdue (sent and past its due date), Paid, and Void. There's no button to void an invoice in the app yet; contact support if you need one voided.

  1. In an invoice's details panel, click Preview Invoice to open the PDF in a new tab, or Download Packet for a ZIP with the invoice, POD, and rate con. (page: /billing?tab=invoices)
  2. To work on many invoices, tick them in the list and use the bar at the bottom: Mark Sent (records drafts as sent but doesn't email them), Mark Paid, Export CSV, or Download Packets (one ZIP per invoice). (page: /billing?tab=invoices)
  3. When payment arrives, click Mark Paid in the details panel, pick a Payment method (ACH, Check, Wire, Quick pay, Factoring, Cash, or Other), enter the Check number for checks, and click Mark Paid. (page: /billing?tab=invoices)

Factoring

The Factoring tab tracks invoices through Ready to Submit, Submitted, Approved, Paid, and Rejected.

Factoring submission isn't available in CloudTMS yet. Submit to Factor stays disabled, and you can't send an invoice to a factor from the app.

If you factor today, keep submitting through your factor's own portal. When the invoice is paid, open it on the Invoices tab, click Mark Paid, and choose Factoring as the payment method.

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