Invoices

When a load is marked delivered, it shows up under "Ready to invoice" at the top of the Invoices screen. Click "Create invoice" next to it. You can also click "Create invoice" in the load panel under "Charges and invoice".

Each load shows "Docs ready" or what’s missing, for example "Missing POD". If the rate con or POD is missing, Tovarlo asks first: brokers usually won’t pay without them. Click "Open the load to upload" to add the paperwork (or ask the driver to scan it in the driver app), or "Create invoice anyway".

The invoice takes the load’s linehaul and any extra charges already added on the load (lumper, stop-off, layover, detention). After it’s created, the send window opens.

Only people with the "Invoices and payments" permission can open this screen. Other roles see "Your role can’t open invoices."

Click "Edit" on an invoice to open it. You can change:

• "Invoice date" (the due date follows from the customer’s terms, shown as "Due · Net 30" for example)

• "Note on invoice", such as a PO number

• "Charges": change a description or amount, or add one with the buttons "+ Fuel surcharge", "+ Detention", "+ Lumper", "+ Layover", "+ Stop-off", "+ TONU", "+ Discount" and "+ Other". The linehaul can’t be removed.

Type a "Reason for change (saved in history)" and click "Save changes". The total updates as you type.

You can still correct a paid invoice; every change is recorded. If the invoice was already sent to your factoring company, send them the corrected copy so their records match. A voided invoice can’t be changed.

Click "Send" on an invoice. Under "Attach (sent as one PDF packet)" tick the paperwork to include: "Rate con", "POD", "BOL", "Lumper receipt", "Scale ticket". The invoice is always included, and the numbered list shows the order of the pages.

The list shows when each invoice was last sent, or "Not sent". If a paper couldn’t be read, Tovarlo tells you it was left out.

If you add your factoring company, its email and its fee in Settings, the send window also shows "Send to" with your factor’s name. It builds the same packet, adds your voided check only if you’ve uploaded one and ticked "Include my voided check in factoring packets" in Settings, and emails it to your factor. When the voided check goes, the email says it’s attached and that it contains your bank details.

The invoice is then marked "Factored", and the factoring fee counts as a cost of the load in your profit. See /help/settings and /help/reports.

Click "Payment" on an invoice (or "Record payment" in the invoice or the load panel). Enter the "Amount received", the "Date", the "Method" (ACH, Check, Quick pay, Factoring advance, Wire or Other) and a "Reference" like a check or trace number, then click "Save payment".

Enter less than the balance to record a partial payment. The balance updates and the invoice shows what’s still due.

To undo a payment entered by mistake, open the invoice, type a reason next to the payment and click "Void". Voided payments stay on record, crossed out, with the reason.

To void a whole invoice made by mistake (for example, the wrong customer), open it, go to "Void invoice", type a "Reason" and click "Void invoice". This is possible only while no payment is recorded on it. The invoice stays on record and the load is ready to invoice again. Nothing is deleted.

The boxes at the top show "Owed to you", "Current" (not yet due), "Late" split into 1–30, 31–60 and 60+ days, and "Avg days to pay" across paid invoices.

The "Payments" tab lists "Every delivered load" with what was billed, received and still owed (or "Not invoiced"), and "Payments received" with date, method and reference.

When "Automatic reminders" are on, late invoices get a polite email to the customer’s billing email at 1, 7 and 14 days past due. People with the "Settings, integrations and billing" permission can click "Turn on" or "Turn off". The list shows "Reminder sent" with the date.

For a late invoice you can also click "Remind" to email a reminder right away. The customer needs a billing email (see /help/customers).

Each invoice keeps its history: under "Payments", "Change history" (who changed what, when and why) and "Emails" (every invoice, factoring and reminder email, with what was attached, and any that failed).

Before you email an invoice or send a factoring packet, Tovarlo checks the load and lists what it finds under "Invoice check", each with a fix you click:

Nothing is ever blocked: the buttons say "Send anyway", and the invoice history notes what was still open. The same check shows when you open an invoice. A customer's own detention rate is on the customer (Customers → Edit).