Billing

The billing section can be found under the Accounting category in the TMS dashboard.

This is an example of the page you would be able to see.

To understand the billing process better, let's review the load statuses in OpenRoad:

BOOKED  - indicates that load has been booked, rate confirmation received from the broker, rate confirmation has been entered into Open Road TMS system and the load is now available for driver assignment. 

Assigned  - indicates that a specific driver has been assigned in Open Road TMS system and the load is ready to be dispatched to the driver.

En Route to Shipper  - indicates that a driver is on the way to the location where the shipment needs to be picked up.

At Shipper  - indicates that the driver has arrived at the shipper's location.

Loaded  - indicates that the shipment has been loaded onto the trailer (this status is usually used when loaded trailer has been dropped into some kind of secured parking, company's yard etc.) when something changes during the transit and usually another driver delivers it to the receiving location.

Delayed  - indicates that there has been a delay in the transportation process (due to weather conditions/detention at shipper/traffic etc.), the original driver is being late to the delivery appointment, and now we are waiting for a new delivery appointment.

En Route to Receiver  - indicates that the driver is en route to the receiving location where the shipment needs to be delivered.

At Receiver  - indicates that the driver has arrived at the receiver's location and ready to be unloaded/being unloaded.

Delivered  - indicates that the shipment has been successfully delivered (trailer has been unloaded at the receiver).

Delivered Pending  - indicates that the delivery of the load has been made, but there are pending accessorial pay required/missing from the broker (usually detention/lumper fee). It reflects that fleet manager has to receive revised rate confirmation with additional amount of money added.

TONU (Truck Order Not Used)  - refers to a situation where a truck for specific pick up was scheduled, truck arrived at the pick up destination, but the order has been cancelled/not ready etc. resulting the truck not being used for primary purpose. This leads to the financial compensation for the carrier from the brokers side (usually it is $150, the amount can be higher than $150).

Exported  - The load status can be changed to EXPORTED once:

1. Load has been delivered physically.
2. Load information is being sent  to external accounting program (SAGE/QuickBooks).
   
   

Missing Paperwork  - This load status in accounting refers to required documents that are not available or incomplete and cannot be provided by the driver (for instance driver delivered the load, lost his paperwork ; after the delivery the driver received only some of paperwork from consignee etc.)

Pending to Bill  - This load status is an equivalent of load status EXPORTED, but it is being used when the load has been delivered, and we are waiting for compensation from the customer on any kind of accessorial to be added to rate confirmation.

Billed  - This load status indicates that the load has been invoiced - all paperwork (Proof of Delivery (POD)) has been invoiced to the customer . In other words - the customer has been billed for the carrier's provided services.

Billed - Pending Acc.

 - This load status is being used as an option to bill the invoice to the customer, but accounting are still waiting for the approval of any accessorial that needs to be paid from brokers (for example invoice has been billed, but customer never compensated lumper fee for the carrier on concrete load).

Paid  - This load status indicates that the customer has made the payment to the carrier for the billed amount of money and the billed amount of money is covered %100. In other words - the payment has been received and applied to the corresponding invoice.

Open Balance  - This load status refers to the exact amount of money remaining on an invoice after partial payment or when the full payment has not been received. In other words - it represents the amount  of money still owed by the customer to the carrier. (As an example, there was a requirement to accept tracking for the specific load, driver did not comply with the requirement, carrier billed paperwork with certain amount of money, but received  deducted amount of money).  

To bill a load, you need to mark the checkbox in the load's line and click on the Bill button:

A confirmation message will appear, allowing you to confirm the billing.

If you press 'Yes', the confirmation message of a successfully billed load will appear at the top of the page.

Please note that in order to bill a load, the customer assigned to the load must have the AP E-mail field filled out.


If the billing email was sent successful, you will see this notification in load's logs: