Billing a Load with Transport Pro

Billing Dashboard

When you log in, you'll likely start your day on the Billing Dashboard. This is your go-to place for an overview of general billing statistics and action items. You can quickly see how many loads have been delivered, how many are waiting for documents, and how many need to be billed.

To get to the dashboard, go to Billing > Billing Dashboard.

• Loads Delivered - Not Billed: This number represents loads that have been delivered, but the required documents haven't been indexed and the load hasn't been billed yet. You can click this number to go to a list of these loads. From there, you can upload the required documents and mark the load as "ready to bill" (RTB).
• Loads Delivered, Docs Received - Not Billed (RTB): This queue shows loads that have been delivered and have all the required documents indexed, but haven't been approved for billing. You can click the number to view the list, review each load for accuracy, and then approve it for billing (mark it as RTB).
• Loads w/ Billing Lock: This indicates loads that have a billing hold on them, regardless of their status. Clicking the number takes you to a list where you can review why the hold was placed. You can then decide to remove the lock and approve the load for billing, or keep it locked if necessary, for example, if you're waiting to bill for detention fees.
• Pending Freight Bills: These are loads that are marked as ready to bill (RTB) but haven't actually been sent to the customer or factoring company. This is the queue from which you will process your billing.
• Queued for print: Loads processed for billing that are waiting to be printed from your local printer. Loads only appear in this queue if you've configured a customer to receive hard copies of their billing deliverables. You can access this queue via Billing > Load Queues > Freight Bill Print Queue.
• Loads Queued for Rebill: This is the number of loads that were "unlocked for rebill" to make a change but were never actually rebilled. You'll want to work through this queue to make sure any necessary changes are made and then push the load through for rebill.

Billing a Load

Once a load has been delivered and all required documents are indexed, you can process it for billing.

From the Load Summary screen, you'll first want to check the status of the load to ensure it's ready to bill.

1. From the Load Summary screen, click on "Edit Load Information."
2. Scroll down to the bottom of the page and check the "Ready to Bill" box to approve the load for billing.

3. Ensure that the "Bill of Lading" and "Weight" fields are filled in, as they are required for billing. The system will give you an error if they are missing.
4. Once the "Ready to Bill" box is checked, save the record.

Once a load is approved, it is sent to the "Freight Bill Processing Queue." You can access this by going to Billing > Load Queues > Freight Bill Processing Queue. From here, you can select the loads you want to process and click "Send to Customer" at the bottom of the page to bill the load(s).

Billing with a Factoring Company

If you use a factoring company, there's one additional step. From the Freight Bill Processing Queue, select the loads you want to send to your factoring company and click the "Transfer" button at the bottom of the page. This transfers your schedules from Transport Pro to your factoring company.

Setting Billing Preferences for Customers

Before you start billing, it's a good idea to review the billing preferences for your customers. To do this, go to Customers > Search Customers and open the customer's profile.

Here are a few key fields to check:

• Factor Payments: If you are using a factoring company for this customer, select your factoring company from the drop-down menu. This will ensure the billing packet is sent to the factoring transfer queue. If you don't use factoring, leave it as "non-factored".
• Deliverable Receipt Options: This setting determines how the customer receives their billing packet. For direct electronic billing, check "Email." For hard copies sent via mail, check "Hard Copy." If you use a factoring company, you don't need to check anything here.
• Billing Email: If you're billing a customer directly via email, you must enter a valid email address here. The system will send the packet to this email at the time of billing. You can enter multiple emails separated by a comma.
• Combine Billing: Check this box if the customer prefers to see their bill as a single lump sum without a breakdown of line items and accessorials.
• Specialty Billing: Check this box if there's something unique about billing this customer. A notification will appear at the time of billing to remind you.
• External Billing Notes: Any notes entered here will appear on all invoices generated for this customer.