The job is already in the system. The invoice should not have to be typed out again.
In most transport offices the billing routine looks like this: the job is completed, someone waits for the paperwork, the delivery note is located, the details are read off it, an invoice is recreated by hand in an accounts package, and the customer is chased for payment a fortnight later than necessary. Every step is re-entry of information the business already holds.
TransportMate treats the invoice as the end of the job rather than the start of a separate administrative process. Because the job, the driver, the inspections and the collection and delivery evidence are already recorded, the invoice can be produced from them and pushed into your accounting system.
Automatic invoicing is a setting, not a compulsion. Offices that prefer to check work before billing can leave it off and raise invoices manually from completed jobs, or edit line items before the invoice is regenerated and re-synced.
Customer, vehicle, collection and delivery addresses, instructions and an estimated cost.
Collection inspection and Proof of Collection, then delivery inspection and Proof of Delivery.
Completion is the trigger point: the proof documents are produced as PDFs and held against the job.
With automatic invoicing switched on, the invoice is raised on completion. The final invoice amount is set at generation and is distinct from the original estimate.
The invoice is queued for synchronisation with your connected accounting provider, with the customer, line items and VAT treatment mapped across.
Where your accounting settings send invoices automatically, the provider dispatches it; otherwise it waits for review.
The customer, vehicle and job details are captured once, when the job is created.
Completed work becomes an invoice without an administrator rebuilding it line by line.
Billing is driven by the completed job record, not by whether a sheet made it back to the office.
Invoices can be raised on the day of delivery rather than at the end of the week.
Both sides are working from the same job record rather than reconciling two systems.
Invoice per job, consolidate a return leg, or run weekly batches for customers billed weekly.
In vehicle transport the Proof of Delivery is the document that says the work was done and the vehicle was accepted. It is also, in practice, what a customer asks for when they query an invoice. Keeping the two together matters.
Because TransportMate raises the invoice from the completed job, the delivery evidence — the inspection, photographs, signature, time and location — is held against the same job as the invoice it supports. When a query arrives, the answer is on the job rather than in a filing system.
Invoicing is not a bolt-on accounting feature in TransportMate; it is the final stage of the job. Jobs are created and allocated in the office, drivers complete them on their phones, the office can see progress and keep customers updated, and completed work flows into billing. Subcontracted work is handled separately, with settlement figures based on the hiring price and a view that masks your own customer pricing.
TransportMate synchronises invoices and customer records with Xero, QuickBooks Online and FreeAgent. VAT is handled according to each provider's rules, and payment status is kept in step so you are not marking jobs paid twice.
FreeAgent invoices can arrive as drafts for review or go straight to open, depending on your preference. Sage Accounting support is in development on the same invoice pipeline; we will not list it as available until it is.
Operators running regular collections and deliveries who are losing hours each week to billing administration.
Multi-vehicle loads where each movement needs billing accurately against the right customer.
Single-vehicle movement businesses where the owner is also the person doing the invoicing.
Drivers and firms working for other operators who need clear settlement figures for completed work.
Businesses moving vehicles as part of a wider operation who want billing tied to delivery evidence.
What is transport invoicing software?
Software that produces invoices from completed transport jobs rather than from separately entered data, so the job record, the delivery evidence and the invoice stay connected.
Can transport companies automate invoices?
Yes. In TransportMate, enabling automatic invoicing raises the invoice when a job completes, and the invoice is then queued for synchronisation with your connected accounting provider.
How does automatic transport invoicing work?
Job completion is the trigger. The invoice is generated from the job, with a final invoice amount set at generation, and is sent to your accounting system. If your accounting settings send invoices automatically, the provider dispatches it to the customer.
Can a POD trigger an invoice?
Effectively, yes: the Proof of Delivery is part of completing the job, and job completion is what triggers invoice generation when automatic invoicing is enabled.
Can vehicle transport jobs be invoiced automatically?
Yes — individually on completion, consolidated for a return leg, or in a weekly batch for customers you bill weekly.
Can transport software connect to accounting software?
TransportMate connects to Xero, QuickBooks Online and FreeAgent, syncing invoices, customers and payment status. Sage Accounting is in development.
How can transport companies reduce invoice administration?
Capture job and customer details once at job creation, complete the movement with digital POC and POD, let completion generate the invoice, and let the accounting integration handle delivery and payment status instead of re-keying into an accounts package.
Run a movement through TransportMate end to end and see the invoice come out of the completed job.