Modules

Billing module

View and manage client billing documents, track payments, and upload historical invoices.

Quick Answer

The Billing module shows all invoices and billing reports for your clients. Track what’s been paid, what’s outstanding, and upload historical documents — all in one place.

If you’re a 3PL provider, your clients can also access their own billing portal to view and download their invoices.

Overview

Overview

The Billing module helps you:

  • View billing documents — Browse invoices and billing reports by client
  • Track payment status — Monitor paid, unpaid, and overdue documents
  • Upload reports — Add historical billing documents (PDF/CSV)
  • Download invoices — Access and share billing documents
  • Manage billing history — Complete record of all billing activity

Who Uses This Module

The Billing module works in two ways:

ModeWho uses itWhat they see
Admin modeYour staffBilling documents for any client you select
Client modeYour customersTheir own billing documents only

Document Types

Document Types

Invoices

Invoices are generated automatically from your warehouse activity:

  • Itemised charges — Storage, handling, freight, and other fees
  • PDF format — Professional invoice documents ready to share
  • Payment tracking — Due dates and payment status
  • Line item detail — Full breakdown of all charges

Reports

Reports are billing documents you upload manually:

  • Historical invoices — Upload past invoices from other systems
  • Statements — Monthly or quarterly billing summaries
  • Custom documents — Any billing-related PDF or CSV file

Viewing Documents

Viewing Documents

Filter your billing documents using the tabs at the top:

FilterShows
AllAll invoices and reports
InvoicesSystem-generated invoices only
ReportsManually uploaded documents only
UnpaidOutstanding documents requiring payment

Each document shows:

  • Document number and description
  • Amount
  • Payment status (Paid, Unpaid, or Overdue)
  • Document date

Payment Status

Documents are colour-coded by payment status:

StatusColourWhat it means
PaidGreenPayment received in full
UnpaidAmberPayment not yet received
OverdueRedPast the due date and still unpaid

Uploading Documents

Uploading Documents

To upload a historical billing document:

  1. Navigate to a client’s billing view
  2. Click Upload button
  3. Fill in the document details:
    • Document Type — Invoice or Report
    • Document Number — Your reference number
    • Description — What this document is for (e.g., “January 2024 Storage Charges”)
    • Amount — Total value
    • Document Date — Date of issue
    • Due Date — When payment is expected (optional)
    • File — Upload your PDF or CSV file
  4. Click Upload to save

Document Details

Click any document to view full details:

Document information:

  • Document number and type
  • Description
  • Amount

Payment information:

  • Document date
  • Due date (if set)
  • Payment status
  • Days until due or days overdue

Attachments:

  • Download the invoice PDF
  • Download supporting reports (if attached)

Client Billing Portal

Client Billing Portal

Your clients can access their own billing portal to:

  • View their invoices and reports
  • Filter by All, Invoices, Reports, or Unpaid
  • Download invoice PDFs
  • Track payment status

What clients cannot do:

  • View other clients’ documents
  • Upload or edit documents
  • Delete documents

Best Practices

  1. Use consistent numbering — Keep a standard format like INV-001 or RPT-2024-01
  2. Add descriptions — Include the billing period or charge type for clarity
  3. Set due dates — Enable automatic overdue tracking
  4. Upload supporting documents — Attach detailed reports alongside invoices
  5. Monitor unpaid regularly — Check the Unpaid filter weekly to follow up on outstanding payments
  • Accounts — Create sales invoices and orders
  • Contacts — Manage customer and billing information
  • Order Manager — Warehouse activity that drives billing