From delivered load to a complete invoice.

Keep the customer and carrier sides connected

A brokered shipment has two financial sides: what the customer owes the brokerage and what the brokerage owes the carrier. A TMS should make those records traceable to the same load without confusing the customer sell rate with the carrier buy rate.

The operational workflow starts before delivery. Record the agreed rates and currency at booking, preserve revisions, and assign the correct customer and carrier billing references. This reduces detective work when documents arrive.

Define what “ready to invoice” means

• Delivery is recorded and any required proof of delivery is readable and attached.
• The customer reference and billed entity match the shipment instructions.
• The carrier bill can be matched to the current agreement and approved revisions.
• Additional charges have supporting records and the required approval.
• Disputes and missing documents are assigned to a person rather than hidden in an inbox.

Different customers can require different document packages. Capture those requirements where the operator and billing team can find them.

Give exceptions their own next action

A missing signature, disputed charge, duplicate invoice or incorrect currency should produce a clear next step. Record what is wrong, who is resolving it, and the supporting communication. Preserve original documents when replacing an unreadable copy or correcting an invoice.

Ask your TMS vendor to show the distinction between an invoice draft, an issued invoice and a settled account. Also ask how corrections are recorded. Your finance team should approve the accounting procedure.

Check the accounting connection in detail

A TMS billing module and a general ledger are not automatically the same thing. Identify which system owns the official accounting record and how customer invoices, carrier bills, payments, taxes and adjustments move between systems.

If you use an accounting integration, demonstrate an export and a correction. Ask how duplicate imports are prevented, how failed transfers are surfaced, and how users reconcile the totals. Confirm the current supported product, version and plan rather than relying on a general integration claim.

Close the loop on load margin

Estimated margin at booking can differ from the final result when costs change. Compare the final customer revenue with carrier cost and the direct costs included in your internal reporting definition. Keep currency treatment consistent.

Our margin calculator illustrates the arithmetic before overhead; it is not an accounting ledger. For a connected product workflow, explore TruckerPro’s settlements and invoicing offering at truckerpro.ca.