6. The Invoicing Process

In this article: We walk through the final administrative steps, from verifying job details in Order Confirmation to generating individual or bulk sales invoices for your customers.

6. Invoicing Process

The final phase of the lifecycle ensures that the work completed on the road is accurately translated into revenue. 

6.1 Order Confirmation: The Final Check

Before an invoice is generated, the job moves to the Order Confirmation screen (found in the sidebar under Orders). This is the verification stage between operations and accounts..

• Verification: Open this screen to confirm that all delivery details are accurate. Ensure that Fuel Surcharges (calculated automatically based on customer settings) and any extra manual charges (e.g., waiting time) are correctly applied.
• Locking: Once confirmed, the order is locked and ready for the accounts team.
• Learn more: Order Confirmation

6.2 The Invoicing Process

Once orders are confirmed, they are ready to be billed. TransMaS provides a flexible workspace to manage this, accessed via the Create (+) menu at the top of any screen (select Sales Invoice) or by clicking New Sales Invoice from the main Invoicing screen.

• Selective Invoicing: Use the filters to find the specific work you want to bill (e.g., filter by date range or specific customer).
• Individual or Bulk Selection: Once you have filtered your list, you have two ways to proceed:
  • Checkboxes: Manually select specific orders. This is ideal for one-off invoices or specific priority jobs.
  • Invoice All: Click this to automatically group every order in your filtered list into their respective customer invoices in a single action.
• Instant Distribution: Upon creation, TransMaS pre-renders the invoices for your final review. Once you click "Create," they are finalized and automatically emailed to any customer contacts set to receive invoice notifications.
• Learn more: Invoicing Process Overview

6.3 Accounting Integrations

TransMaS integrates directly with major accounting platforms to streamline your billing:

• Direct API Integrations: Sage Online, QuickBooks, and Xero.
• Manual Exports: For legacy systems or desktop versions like Sage 50, TransMaS provides custom CSV extracts specifically formatted for easy import.
• See Preparing for Invoicing & Accounting Setup for setting up and integrating with accounting packages.

6.4 Accounts Extras

The features below can be utilized depending on your specific business requirements and how you manage your subcontractors and suppliers.

• Self-Bill Invoicing: If your customers provide you with their own self-bill documents, you can use a dedicated workflow to reconcile these against your completed orders.
• Purchase Orders (POs): Manage your own outgoing costs by creating purchase orders directly within the system to track expenses against specific jobs or general overheads.
• Subcontractor Management: For work you’ve passed to third-party hauliers, you can generate subcontractor POs. This ensures the rates you’ve agreed with them are locked in and ready for reconciliation when their invoice arrives.