Invoicing & Receivables
Purpose
Generate same-day, accurate invoices from POD capture, confirm delivery to the payer, and track unpaid items with clear dispute workflows.
This module accelerates cash, reduces disputes, and keeps receivables actionable through event-triggered invoicing and day-to-day collections hygiene.
Minimum capabilities
Create the invoice automatically when POD is stored/matched and the load is marked Delivered.
Rates, FSC, detention/lumper from the rate confirmation + verified events; attach POD/BOL + accessorial proofs; export-ready formats (PDF + JSON/EDI).
For loads with POD stored on the delivery day, invoices are sent the same local calendar day for ≥95% of loads. POD→invoice: median ≤ 4 hours; P90 ≤ 8 hours. (If a payer portal/API is down, queue and auto-send within 30 minutes of recovery; log the outage.)
Record proof of delivery-to-payer (portal submission ID, 2xx API response, or mailbox acceptance).
Capture disputes/short-pays with reason codes; link evidence; resolution workflow with timestamps and outcomes.
Surface past-terms items, portal holds, and stalled submissions daily; provide aging and exception views.
Stable invoice key (e.g., load_id + payer_id + version) to prevent duplicates; immutable logs for create/edit/send.
Status polling, auto-retry with backoff, and SLA alerts when a submission stalls.
Submit invoice packets; reconcile funding status and reserves.
Post summarized entries or invoice detail to GL/AR.
Templated reminders by terms, pay-risk scoring, short-pay root-cause, customer scorecards.
Inputs
- Rate confirmations: Base rate, FSC, accessorials, terms
- Document data: POD/BOL, accessorial proofs, delivery status
- Payer routing: Email/portal/API/EDI rules, contacts
- Remittance feeds (optional): Bank/lockbox/email parses for posting assist
- Factoring terms (optional): Funding rules, reserve handling
Outputs & KPIs
Primary outputs
- Invoices with required attachments (PDF + JSON/EDI)
- Delivery confirmations (portal ID / 2xx / acceptance)
- Dispute records with evidence and status
- Receivables watchlist and aging views
- Exports to accounting and/or factoring systems
Key Performance Indicators
| KPI | Definition | Target | Measurement |
|---|---|---|---|
| POD→Invoice (median) | POD stored → invoice sent | ≤ 4 hours | System timestamps |
| POD→Invoice (P90) | 90th percentile | ≤ 8 hours | System timestamps |
| Same-day invoice rate | Sent same local day ÷ delivered | ≥ 95% | Daily calculation |
| Invoice error rate | Corrected ÷ sent | ≤ 2% | Ticketing/billing logs |
| Deliverability | Confirmed delivery to payer | ≥ 99% | Portal/API/email logs |
| Dispute rate | Disputed ÷ sent | ≤ 3% | Dispute records |
| Dispute resolution (median) | Open → resolved | ≤ 3 days | Workflow timestamps |
| Overdue rate | Beyond terms without payment | Trend ↓ vs baseline | Aging/AR view |
Measurement rules: clock starts at POD stored/matched; store times in UTC; display local; report monthly with sample size and baselines.
Interoperability
This module SHOULD integrate with:
- Accounting/ERP: QuickBooks, Sage, NetSuite for GL posting
- Factoring: Invoice submission APIs, funding notifications
- Customer portals: EDI, web portals, email routing
- Banking: Lockbox feeds, ACH notifications, wire confirmations
This module MAY integrate with:
- Credit monitoring: D&B, Experian for payer risk
- Collections tools: Dunning automation, workflow triggers
- Document storage: Compliance archival, audit trails
What's new vs legacy
Legacy approach: Manual invoice prep, weekly batches, reactive collections, spreadsheet AR tracking.
FSO approach: Same-day automated invoicing, proactive dispute handling, real-time receivables visibility, integrated cash flow management.
Key improvement: POD capture triggers immediate invoice generation with delivery confirmation, eliminating the traditional delay between delivery and billing that hurts cash flow.
Compliance notes
- Record retention: 7+ years for invoices, payments, supporting docs
- Audit trails: Immutable logs for all billing events and changes
- Tax compliance: Proper jurisdiction tracking, 1099 preparation
- Factoring terms: Adherence to funding agreements and reserve rules
- Data security: PCI compliance for payment data, encryption at rest/transit