Invoicing - Best Practices

I build a folder as soon as I am in front of my PC, con, pod/bol, my invoice. Email that package to the broker as well as whatever it says on the con (invoices@whatever.com). Name the email whatever the con number is (TQL 1150900) so it is easy to search in email. Write the date you emailed them in on the hard copies and staple them together and set aside. Check stack in 25 days.

If no one else is listed anywhere I ask the broker in email if I need to email anyone else and I won't rest until I get a yes or no...in a email.

 

I use quick books. Create invoice, I click on customers name and all info populates. Put in load number in description, type in rate, print, save, email to customer along with scanned signed bol. When checks come in mail I go back to quick books and click receive payment, click on customer the check is from, enter amount and save.

 

just signed up with Apex....so far good to work with

 

Do it while you're waiting to get loaded/unloaded. If you have to mail it see if you can throw it in the shipper/receivers outbound mail.

 

do you use the pro version of quickbooks? So not the online one.
How do you like quickbooks?

 

Do you guys have a scanner in your truck? Anyone heard of the app called tinyscanner. You take a picture of whatever paperwork with your phone and it will make it a pdf.

 

I use Quickbooks online for a couple of my businesses and love it.

 

I've used tiny scanner. Its easy to use, 5 minutes or less and your done

 

Try to do most of the work yourself if your 1 truck pony.
Don't start senduing Peter,Paul and Mary your Fuel tickets,or any other items- A Lumper receipt only if they ask nicely (Personally, I'd Bill the Brokers customer for demurrage myself,But My Ethics are a touch different than others,I Know how many brokers like to get down when it comes to detention).......Thats YOUR business ONLY, Nobody elses.

And Try Not to Factor- That 3-5% adds up over time

Other than that- Use a Simple Quickbook on your computer- Takes me 5 minutes to invoice and file- I Still do it the old fashioned way- Every customer of mine gets Originals- The Brokers Get a scan and maybe originals in the mail if i have time.

 

I don’t have the online version. So far I like it. Only thing is when I invoice the amount and the broker takes the quick pay the check or direct deposit is off a little bit. I don’t factor anything. Most brokers offer a quick pay which is their own factoring. Most of my direct shippers pay withing 15 days. Some are 30 but not many or enough to use a factoring company.