Once you’ve successfully delivered the load and have created a POD for it, the next step is to raise your invoice. There are two ways you can raise an invoice on CX: on desktop and using the mobile app. Let’s explore how to invoice using both options.
IN THIS ARTICLE
- How to add your bank details
- How to raise an invoice via desktop
- How to raise an invoice via the mobile app
- How to edit an invoice
- How to send an invoice
How to add your bank details
You must have banking details added to your profile to raise invoices and get paid for completed loads. Our CX Accounting feature also allows you to add a secondary set of bank details if you’re factoring invoices.
It's crucial to have 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.
Adding your bank details
Step 1) Log in to your Exchange account.
Step 2) Navigate to the 'Accounting' tab.
Step 3) You should see the following instruction: 'Add your bank details to your invoices'.
Step 4) Complete the fields with your correct banking details.
Step 5) Check the box next to where it says, ‘We use an invoice finance provider’ if you’re factoring your invoices and enter your factoring company’s details where applicable.
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 6) Click 'Save' when you're finished.
How to raise an invoice via desktop
Step 1) Log in to your Exchange account.
Step 2) Visit your Diary and find the completed load you’d like to invoice for.
If you don’t see the option to create an invoice, first check that your POD was uploaded successfully and you’ve updated your status on the mobile app to ‘Delivered/POD’.
Step 2) Click on the green button that says, ‘Create Invoice (£)’.
Step 3) Check that all the details are correct and click 'Save' at the bottom of the page.
Step 4) Click on the 'Return to Diary' button in the top right-hand corner of the box that will take you back to the diary.
Step 5) The 'Create Invoice (£)' button should now have changed to 'View Invoice (£)' - this means the invoice has successfully been created.
How to raise an invoice via the mobile app
After you’ve successfully captured the load recipient’s eSignature and generated the POD, you can go ahead and create the invoice.
Step 1) Tap on ‘Create Invoice’.
Step 2) Check that the details on the invoice are correct.
If you need to add extra items to the invoice like congestion or waiting charges, tap on ‘Add item’ to do so.
Step 3) Tap ‘Save’ when you’re happy with your invoice.
How to edit an invoice
If you forgot to add something to your invoice, or you realised a few minutes after saving it that you made a mistake somewhere, you can edit the invoice either on desktop or on the mobile app.
How to edit an invoice on desktop
Step 1) Click on the ‘Accounting’ tab.
Step 2) Click on where it says, ‘View my Invoices’.
Step 3) You can use the search filters provided to find your invoice. Once you’ve located the right one, click on the ‘edit’ icon next to the invoice ID.
Step 4) Make your adjustments and click ‘Save’ when you’re done.
Please note: if your invoice has a padlock displayed, it means that the invoice has been locked and you cannot edit it any further. This is because you've recently included that invoice in your VAT return and/or the invoice has already been approved by your customer. If you’ve forgotten to add additional items to a booking, you will need to raise a supplementary invoice.
This is very easy to do:
- Click on the ‘edit’ icon for the invoice.
- The supplementary invoice will have the same invoice number as the original, with an ‘-A’ suffix added at the end of the number. The same process can be followed if you need to raise a credit note.
How to edit an invoice on the mobile app
Step 1) Tap on the main drop-down menu.
Step 2) Tap on ‘Accounting’.
Step 3) Use the search filters provided to find the invoice you want to edit.
Step 4) Once you’ve found the right invoice, tap on the ‘edit’ icon.
Step 5) Make your desired changes including any additional items you need to charge for.
Step 6) Check that all the information is correct, and you haven’t forgotten anything, then tap ‘Save’.
How to send an invoice
You’ve delivered your load, created the POD, completed your invoice, now all that’s left is for you to send it. You can choose to send it to your customer either via desktop or mobile app. We’ll show you how to do both.
How to send an invoice on desktop
Step 1) Click on the 'Accounting' tab.
Step 2) Select 'View my invoices'.
Step 3) Find the invoice you’re ready to send by using the search filters provided. Once you’ve found the right invoice, you’ll see several icons with different options.
In order of appearance from left to right:
- Edit – lets you to edit the invoice;
- Print – shows you a print preview before printing the invoice;
- Export to PDF;
- Process a payment – you can mark the invoice as 'Paid' when you receive the payment in your bank account;
- Email the invoice to your customer.
Step 4) Click on the ‘Email Invoice’ icon to send it to your customer.
Step 5) The system automatically attaches a copy of the invoice to a new email. All you need to do is check that the from and to email addresses are correct and write a message in the box provided.
Top Tip: Add a nice personal touch by adding a sentence like, ‘Thank you for your business,’ or ‘Have a nice day.’
Please note: Some customers ask you to post them a hard copy of your invoice as well as sending them a digital version. To do this:
- Go back into your Diary and find the completed load you’re invoicing for.
- Click on 'Order’ to see the customer’s requirements.
Here is an example where a customer has added their request in the ‘Notes & Details’ section:
Make sure to use track and trace when posting your invoice, so you know when your customer has received it.
How to send an invoice on the mobile app
Step 1) Tap on ‘Accounting’.
Step 2) Use the search filters provided to find the invoice you want to send.
Step 3) Once you’ve found the right invoice, tap on the ‘Email’ icon.
Step 4) Check that all the information is correct and add a message for your customer.
Step 5) Once you’re happy with everything, tap ‘Email’ to send the invoice to your customer.
Remember to post them a hard copy of the invoice, too, if they’ve requested it. Visit your Diary, find the load you’ve completed and click on ‘Order’ to see the customer’s instructions.