Load Financials

 

In this article

    1. Location
    2. Overview
    3. Invoice
        3.1. Modifying and Adding Pay Items
        3.2. Editing the Invoice
        3.3. Emailing the invoice
    4. Settlement Expenses
        4.1. Layout of the Section
        4.2. Modifying and Adding Pay Items
        4.3. Editing the Loaded and Empty Miles
        4.4. Recalculating
        4.5. Enabling Driver Settlements

Location

Operations > Loads > select a load > Financials tab

Overview

This section within each load contains the details for the customer invoice and settlement for your driver, allowing you to view and manage the total income and expenses associated with a particular load.

Invoice

To edit the invoice, make sure the load is marked as Completed.

Within the web app, go to Operations > Loads > select a load > and click the Financials tab. The first section pertains to the invoice and has various details associated with the customer and invoice (see Image 1 below):

  1. Details of the Customer who is being invoiced
  2. Completed On date (will populate once the load has been marked as Completed)
  3. Invoiced On date (will populate once the load has been marked as Invoiced)
  4. Paid On date (will populate once the load has been marked as Paid)
  5. Required Documents from the driver
  6. Loaded Miles and Empty Miles of the load (these are editable)
  7. Invoice Terms, such as Due on Receipt, Net 15, and Net 30
  8. Terminal name (if applicable)
  9. Invoice Notes for the customer

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If the load is to be factored, additional fields will reveal as shown (see Image 2 below). For more information on how to factor loads in Axele, click here: Factoring Integration – Axele Help Center.

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Modifying and Adding Pay Items

There are a few ways to modify an invoice:

  1. To edit or delete an existing pay item, click the checkbox to the left of that item, then the pencil icon to edit, or the garbage can to delete (see Image 3 below)
  2. To add a new item, click Add Line Item, and complete the form as needed (see Image 4 below)

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Here are the various pay items you can add to an invoice:

  • Additional Stop
  • Detention
  • Driver Assist
  • Flat Rate
  • Flat with Fuel Surcharge
  • Fuel Surcharge
  • Layover
  • Lumper
  • Miles
  • Miscellaneous deduction
  • Miscellaneous payment
  • Redeliver

Editing the Invoice

Clicking the pencil icon at the top right of this section allows you to further edit this component of the load (see Image 5 below). Notice that the icons to the right are greyed out and will only activate once the load is marked Completed.

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Using this popup window (see Image 6 below), you can edit the invoice in the following ways:

  1. Update the Invoice Terms to either Due on Receipt, Net 15 Days, or Net 30 Days
  2. Specify an Advance Amount from your customer
  3. Record a Partial Payment from your customer
  4. Specify the Required Documents for the driver to upload through the mobile app
  5. Modify the Loaded Miles and Empty Miles (helpful for contracted freight)
  6. Add Invoice Notes for your customer

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Image 6

Once the load is marked as Completed, the remaining invoice actions are activated (see Image 7 below). Use these icons to:

  1. Download the invoice as a PDF
  2. Preview the invoice on a new browser tab
  3. Email the invoice to your customer (or factoring company if the load is to be factored)

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Emailing the invoice

Click the envelope (see Image 8 below) to send the invoice, and all supporting load documents, to your customer (or factoring company).

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Here are some details associated with the options within the Email Invoice popup window (see Image 9 below):

  1. The email associated with the Primary Contact of the Customer or Factoring Company will be automatically pulled into the To field
  2. The email associated with your current Axele login profile will be automatically pulled into the Cc field
  3. The Subject and Body of the email can be modified
  4. Select the Attachments your customer will receive along with the invoice, such as the Rate Confirmation and Proof of Delivery (these documents will be combined into one PDF and attached to the email)

If the checkbox Mark Completed Load(s) as Invoiced is selected, the load will be marked as Invoiced after you click Send.

When you are ready, click Send! Your customer will receive an email with the invoice and all load documents.

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Image 9

 

Once the load has been marked as Invoiced, the invoiced date will populate within the Invoiced On field (see Image 10 below).

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When your customer submits payment, click Mark as Paid, and you’re done (see Image 11 below)! Once you do, the Paid On field will populate with the date current date (see Image 12 below).

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Use the buttons at the top right to revert or advance the load status. To edit the invoice, make sure the load is marked as Completed.

Settlement Expenses

If your driver has Load Rate Payment Terms set, the amount he or she will be paid will automatically calculate within this section (see Image 13 below).

To update the Payment Terms for your driver, go to Assets > Drivers > select the driver > click the Payment Terms tab > click Add Line Item within the Load Rate section.

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Layout of the Section

In addition to the driver’s name, the loaded and empty miles related to the load will show here (clicking the pencil towards the right will allow you to edit these data points).

The Status field relates to the Driver Settlement section (Accounting > Driver Settlements). Once the load is marked as Completed, the details of the driver settlement expense would be sent to the Accounting > Driver Settlements > Pending Driver Payments section and this field would be marked as Pending (see Image 14 below).

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Once a driver settlement has been created that includes this load, the Status field would be marked as In Review. The Report Number and Pay Period field would also populate accordingly (see Image 15 below).

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Once the driver settlement has been Finalized, the Status field would be marked as Closed (see Image 16 below).

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Clicking a hyperlink within the Status and Report Number fields will take you to that driver settlement section.

Modifying and Adding Pay Items

There are a few ways to modify the driver settlement for a load:

  1. To edit or delete an existing pay item, click the checkbox to the left of that item, then the pencil icon to edit, or the garbage can to delete (see Image 17 below)
  2. To add a new item, click Add Line Item, and complete the form as needed (see Image 18 below)

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Here are the various pay items you can add to a driver’s settlement expense:

Additional Stop Percentage (%) The driver gets paid a percentage share of the additional stop charge on the load
Additional Stop Rate The driver gets paid based on the additional stops done on the load
Detention Percentage (%) The driver gets paid a percentage share of the detention charge on the load
Detention Rate The driver gets paid a detention charge per hour
Flat Rate Fixed flat rate on each load the driver works on
Fuel Surcharge The driver gets paid a percentage share of the fuel surcharge on the load
Miscellaneous Deduction Deduction for special circumstances
Miscellaneous Payment Additional payment for special circumstances
Per Duty Hour Per hour pay for any duty time spent
Per Empty Mile The driver gets paid based on the empty miles driven on the load
Per Loaded Mile The driver gets paid based on the loaded miles driven on the load
Per Total Mile The driver gets paid based on the total miles driven on the load
Revenue Share The driver gets paid a percentage share of the load linehaul revenue

Driver Settlement Pay Items Available

Editing the Loaded and Empty Miles

Clicking the pencil icon at the top right of this section (see Image 19 below) allows you to edit the Loaded Miles and Empty Miles of the load. This is helpful if you driver is paid per mile, and a modification is needed to make sure the driver is paid correctly.

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Recalculating

Use the icon as shown below to recalculate the settlement expenses for the driver (see Image 20 below). This is especially helpful if the driver’s payment terms were modified after the settlement was calculated. This will override the existing calculations and pull in any new payment terms.

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Enabling Driver Settlements

Use the Enable Driver Settlements toggle to remove this load expense from a driver’s settlement calculations completely (see Image 21 below). This is helpful on loads that have already been completed and the driver has already been paid.

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