Overview
Summary invoicing is an invoicing feature that consolidates multiple loads for a customer into a single invoice. This approach is particularly beneficial for customers with high load volumes, as it reduces administrative effort and saves time by eliminating the need to issue separate invoices for each load.
Configuring Summary Invoicing for a Customer or Broker
Setting Up Customer/Broker Profile:
Navigate to the desired customer/broker profile and click the Invoicing Settings field.
Select the appropriate Subsidiary on the left and then find the Invoice Update Modes setting and set to Amendment
⚠️ Summary Invoicing does not support the Supplemental mode.
Next find the Invoice Type setting and set to Summary
Configure the Required Documents (e.g., Invoice, Proof of Delivery (POD), Customer Rate Confirmation, Receipts).
💡 When a summary invoice is generated, the system combines all required documents from individual loads into grouped sets by document type (e.g., Summary Invoice, Summary POD, Summary Rate Confirmation).
Specify when documents are required (e.g., at Billing Release or Invoice Generation).
Configure Auto Merge
Users can also utilize the auto-merge feature with summary invoicing, which generates a single consolidated document containing all selected document types under the auto merge setting. By default, Auto Merge is enabled for Summary Invoicing. Users may disable Auto Merge if separate documents are preferred.
Select the Delivery Method
Currently, summary invoicing supports only email and EDI customers (using the Amendment mode) as the methods for sending invoices.
Click Save to confirm settings.
Configuring a Load for summary invoicing
Ensure the correct Customer is assigned to the load.
Verify that the “Invoice As” field on the load matches the subsidiary configured in the customer’s summary invoicing profile.
Confirm that all Required Documents (as defined in configuration) are attached to the load.
The Summary Invoice Page
The Summary Invoicing Page is accessible under the accounting section of the TMS.
The left panel displays a dropdown list of the tenant’s subsidiaries. When a subsidiary is selected, customers eligible for summary invoicing are displayed. Users can easily search for a specific customer by name or select a customer to focus on their loads for invoicing.
The content in the right panel consists of three (3) tabs: Loads Not Invoiced, Draft Invoice and All Invoices tab. Users can perform various actions, including creating drafts, updating drafts, deleting drafts, and generating summary invoices.
Creating Drafts
First, access the Summary Invoice page.
In the left panel, you will find a list of customers eligible for summary invoicing. Select the specific customer for whom you want to create a summary invoice.
In the Loads Not Invoiced tab, choose the loads to include in the draft (status must be Released or TONU)
💡 Users can also right click on the load row and select the open in new tab option to view an individual load detail.
The Drafts Tab
The Drafts Tab is used to hold and display loads that have been selected for inclusion in a summary invoice. Once loads are selected from the Loads Not Invoiced tab and successfully added to a draft, they will appear here. Each customer can have only one active draft at a time.
Within the Drafts Tab, users can perform three (3) actions:
Remove loads from a draft
Preview a summary invoice
Generate the summary invoice
Removing Loads from Drafts
To remove a load from a draft:
Select the checkbox next to the load.
Click the Remove button and confirm the action.
💡 The checkboxes in the Drafts Tab are only for removing loads from a draft. They are not used to select which loads will be included in the invoice.
Maximum File Size Limitation (20 MB)
When generating a Summary Invoice or Draft Invoice, the system performs a background check on the total file size of the summary invoice and all required documents. If the combined size exceeds 20 MB, the process will be blocked, and an error message will appear at the bottom of the screen:
To Resolve:
Select fewer loads when generating the invoice.
If working from a draft, remove some loads by selecting the checkbox in the Drafts Tab and clicking Remove.
Previewing Summary Invoices
To preview a summary invoice:
Select a customer from the Summary Invoicing Page.
Navigate to the Drafts Tab.
Click the Preview button.
A consolidated invoice preview will be generated and downloaded to your device. This preview includes all loads currently in the draft.
Generating Summary Invoices
There are two (2) ways to generate a summary invoice:
Option 1: From a Draft
Create a draft with the desired loads.
Open the Drafts Tab, review the draft, and click Generate.
Drafts can be updated, deleted, or converted into a final summary invoice.
Option 2: Directly from the Loads Not Invoiced Tab
Navigate to the Loads Not Invoiced Tab.
Select the loads you want to invoice.
Click Generate Invoice and confirm.
The All Invoices Tab
Once generated, summary invoices appear in the All Invoices Tab.
Newly generated invoices will have a status of Pending.
Double-clicking an invoice opens its details in the right-hand panel, which displays:
Bill To and Remit To details
Loads included in the invoice
Totals
Users can also:
Access documents associated with the invoice by clicking the Document icon
Download the invoice in Excel or PDF format
Reverting Summary invoices
Only Pending summary invoices can be reverted (deleted).
To revert a summary invoice:
Navigate to the All Invoices Tab.
Locate the invoice you want to revert.
Click the Delete icon in the Actions column.
Confirm the action to complete the deletion.
💡 A summary invoice cannot be reverted if:
It has already been sent to the customer (Sent Status).
A payment has been applied to it. (Paid/Partially Paid Status).
Submitting Summary Invoices
Open the All Invoices Tab.
Double-click the summary invoice.
Click Send Invoice.
💡 After submission (via email or EDI), the invoice status updates to Invoiced, and all associated loads reflect this change.
Applying Payments to Summary Invoices
⚠️ When summary invoicing is enabled, payments cannot be added at the individual load level. Payments must be applied at the Summary Invoice level.
Navigate to the Summary Invoicing Page.
Select the Customer, then select the All-Invoices Tab.
Select an invoice by clicking its row.
Select the "Apply Payment" button. Users can then choose to apply either a partial or full payment.
Fill in the payment details and select the confirm button. Please ensure all details are filled in
The payment status will display as Paid to indicate full payment.
💡 The payment can also be added by double-clicking on the summary invoice, and a pop-up will be displayed on the right side of the page.
The loads that were included in the summary invoice will also display the payment applied only when the invoice is fully paid. The payment displayed will be equivalent to the total billable. The logs will also indicate that a payment was added.
💡 If a partial payment is added, the Payment status will display Partially Paid.
FAQs
What is Summary Invoicing?
Summary Invoicing consolidates multiple loads for a single customer into one invoice. This reduces administrative work, saves time, and simplifies billing for high-volume customers.
Can I use the Supplemental mode with Summary Invoicing?
No. ⚠️ Summary Invoicing only supports the Amendment mode. Supplemental mode is not available.
What types of documents are included in a Summary Invoice?
When configured, required documents may include:
Invoice
Proof of Delivery (POD)
Customer Rate Confirmation
Receipts
These can be delivered as a single Auto Merge document or as grouped sets by document type.
What happens if the invoice file size exceeds 20 MB?
The system blocks the invoice generation and displays an error. To fix this, select fewer loads or remove some loads from a draft and try again.
Can I create multiple drafts for one customer at the same time?
No. Each customer can only have one active draft at a time. You must either delete or generate the existing draft before creating a new one.
Can I revert (delete) a Summary Invoice?
Yes, but only invoices with Pending status can be reverted.
You cannot revert invoices that are already Sent or Paid/Partially Paid.
How are payments applied in Summary Invoicing?
Payments are applied at the Summary Invoice level only. Once loads are consolidated, you cannot apply payments individually to those loads.
What delivery methods are supported?
Currently, invoices can only be sent via Email or EDI. Manual or printed delivery is not supported.
Can I preview a Summary Invoice before generating it?
Yes. From the Drafts Tab, you can preview a summary invoice. A consolidated preview PDF will be downloaded to your device.
Do the included loads automatically update when a Summary Invoice is generated?
Yes. Once generated and sent, all associated loads update to Invoiced. When payments are applied at the summary invoice level, the loads will also reflect the payment status.
Troubleshooting FAQs
Why can’t I see my customer in the Summary Invoicing page?
A customer will only appear if:
The customer profile has Summary Invoicing enabled.
The customer is configured with Amendment mode.
The correct Subsidiary is selected.
The customer has at least one eligible load (status Released or TONU, with all required documents attached).
Why are my loads not showing up for Summary Invoicing?
Loads will only appear if:
The load is assigned to the correct customer and subsidiary.
The load is in Released or TONU status.
All Required Documents (e.g., POD, Rate Confirmation) are attached.
Why did my draft fail to generate?
The most common causes are:
The combined file size exceeded 20 MB.
Required documents are missing from one or more loads.
Another active draft already exists for the same customer.
Why can’t I revert (delete) my invoice?
Invoices cannot be reverted if:
They have already been sent to the customer.
They have payments applied.
Only invoices in Pending status are eligible for reversion.
Why can’t I apply payments to individual loads?
When using Summary Invoicing, payments are locked to the invoice level. Individual loads cannot receive direct payments once they are grouped into a summary invoice.