How do I invoice for a load?

Invoicing is the only way you can get paid by your customer for a completed load on CX. Let’s look at the steps involved in creating, editing, sending and viewing all your invoices.  

You can only create invoices if you have bank details added to your profile.  

IN THIS ARTICLE 

• How to add bank details to your profile 
• How to raise invoices with factoring bank details   
• How to edit your biller's profile 
• How to invoice for a completed load 
• How to edit an invoice 

How to add bank details to your invoices 

You must have the correct banking details on your profile to be able to raise invoices on the Exchange and get paid. You can also add your factoring company’s bank details. 

It's essential to add the correct bank details in your accounting profile on the Exchange and not in the 'Notes' section of an invoice. Your customer heavily relies on these details to be correct, and we recommend regularly checking that they are up to date. 

Step 1) Log in to your Exchange account.  

Step 2) Click on the ‘Accounting’ tab.  

Step 3) You should see the following instruction: 'Add your bank details to your invoices'. 

Step 4) Complete the fields with the correct banking information. 

Step 5) Check the box next to where it says ‘We use an invoice finance provider’ and enter your factoring company’s details if applicable. 

Step 6) By adding your factoring company’s details to your billing profile, you’ll be able to use them interchangeably. This will allow the payer to see the factoring company’s bank details on the invoice and pay them directly. 

Step 7) Click 'Save' when you're finished.  

How to raise invoices with factoring bank details   

To raise an invoice using the factoring details you’ve added to your biller profile, check the box that asks, ‘Are you factoring this invoice?’. Checking the box will raise the invoice with the factoring bank details on it. 

How to edit your biller's profile 

If you’ve already added your bank details but want to add factoring details or edit them at a later stage, here's how:  

Step 1) Navigate to the ‘Accounts Receivable’ tab and click on ‘Billers’. 

 
Step 2) Click on the ‘edit’ icon to view the biller’s profile.  

Step 3) Edit the form as required and click ‘Save’. 
  

How to invoice for a completed load 

You must upload a POD for the delivered load before you can invoice for it.  

If you’ve already uploaded a POD through the mobile app, skip Step 1 and move onto Step 3. 

Step 1) Find the load in your diary and click on the green button that says, ‘Enter POD’.  

Step 2) Enter the delivery information for the load, do a final check to make sure everything is correct, and click ‘Save.’ 

Step 3) Now that you’ve uploaded a POD, you should see a green ‘Create Invoice (£)’ button on the bottom right of the load card. Click on it to create your invoice.  

Step 4) The system automatically fills in the details of the load for you, but it’s important to check that everything is correct. Once you’ve reviewed the details and are happy to proceed, click ‘Save’.  

Step 5) Click on ‘Return to Diary’ found at the top right-hand corner of the box that takes you back to the diary.  

Step 6) The ‘Create Invoice (£) button should now have changed to ‘View Invoice (£)’ which means your invoice has been created successfully.   

Important information about hard copy invoices and PODs

As a digital platform, we prefer electronic invoices and PODs, and it is our goal to move away from hard copies entirely in the future. Until that happens, if hard copies are requested, we ask that our members follow instructions and send the paperwork by recorded delivery.

For Transport Exchange Group to uphold a payment complaint, we’ll need proof of postage like a picture of the receipt or a scanned copy. Without evidence that the requested paperwork was sent by recorded delivery, we have no grounds for upholding the complaint.

Please read the booking footer and order notes of the load before sending your paperwork to your customer. This way, you’re ensuring that you’ve followed instructions and provided them with the POD/invoice in the right format they need to process your payment.

If another member has allocated a load to you and the load notes request a hard copy of the invoice/POD to be sent, please contact this member to communicate you might need to add postage as an additional charge.

For more information on payment complaints regarding posted invoices/PODs, please see section 5 of 'How we handle payment complaints' in our Complaints and feedback moderation policy.

How to edit an invoice 

You can change the information on an invoice if you need to amend something.  

Step 1) Click on the ‘Accounting’ tab found at the top of the CX platform.  

Step 2) Click on 'Accounts Receivable’ and then ‘Invoices’.  

Step 3) Find the invoice you’d like to edit. You can filter by date, found in the drop-down menu on the top right, or filter by Invoice Number, Biller, Due Date, and other options displayed below.  

Step 4) Once you’ve found the invoice you’re looking for, click on the edit icon that looks like a pencil on a pad of paper.   

Step 5) Once you’ve finished editing the information on the invoice, click ‘Save’.