Invoices
Accounting > Invoices is where you review and issue customer invoices. It is the place to turn completed work into billable documents and to follow up on anything that still needs attention.
What the page shows
The top cards take you to the main queues:
- Ready
- Not ready
- Waiting (draft accessorials)
- Held
- Past due
- Exceptions
The tabs cover the full billing flow:
- Ready to invoice
- Not ready
- Waiting for draft accessorials
- Held
- Sent
- Due soon
- Past due
- Exceptions
- Disputed
- Short paid
What the tabs mean
- Ready to invoice: delivered loads whose billing status is Ready — complete enough to issue (or that auto-issue may clear quickly when automation is on).
- Not ready: delivered loads that still have blockers (missing POD, bill-to, accessorials still inside the grace window, and similar). Fix the packet here; Issue is disabled until they become Ready.
- Waiting for draft accessorials: delivered loads that still have unfinished catalog accessorial drafts. Rows show a live countdown — Auto-issue in when Axivoy has scheduled a qualified attempt (final readiness is checked again before issue), or Grace ends in otherwise. After grace, the load can become Ready and auto-issue with approved charges only; drafts are not forced onto that first invoice. Open Financials to approve or reject.
- Held: loads you parked on purpose with a billing hold and a typed reason. Hold also blocks auto-issue until you release it.
- Sent: invoices that have already gone out.
- Due soon: invoices approaching their due date.
- Past due: invoices that are overdue.
- Exceptions: aged uninvoiced loads, automation failures, and failed invoice emails (broader than the Waiting lane).
- Disputed: invoices with a customer dispute open.
- Short paid: invoices where the payment did not cover the full amount.
Reviewing a load
When you open a row from Ready to invoice (or Not ready), you see the invoice preview, supporting documents, and any blockers. This is where you check whether the bill is correct before you issue it.
Common blockers link back to the place that needs work:
- Missing proof of delivery usually means the stop or document section needs attention.
- Missing accessorial charges usually mean the load financials need to be completed.
- Missing bill-to details usually mean the partner profile needs to be updated.
Issuing an invoice
When a load is ready, use the issue action from the Ready queue or from the load's Financials section. Issuing the invoice freezes the document, assigns the next invoice number, and creates the final PDF.
After that, changes are handled with a correction document such as a void, rebill, credit memo, debit memo, or supplemental invoice.
When accessorial charges are approved after the original invoice, Axivoy does not void that invoice. With Late accessorial billing set to auto-issue supplemental (Settings → Configuration → Automation), the system waits until remaining drafts are resolved or the accessorial grace window elapses from the first late approval, then issues one supplemental with every still-unbilled approved charge. You can always issue a supplemental yourself for a subset of those charges; automation later bills only what is still unbilled. If the setting is require manual review, clerks batch supplementals — nothing auto-issues.
Invoice documents (packet)
On an issued invoice, Documents shows the customer packet — the invoice PDF plus supporting kinds from Settings → Configuration → Automation → Invoice face (receivables.invoice_packet_document_kinds, for example POD, BOL, rate confirmation, and lumper when configured). That is the same set email and the customer portal use. When the customer prefers a single merged PDF, use Download packet; when they use separate attachments, open each document from the list.
Holding billing
To park a load so it is not invoiced (and not auto-issued), use Hold billing on the load Financials → Billing actions menu. You must enter a reason. The load moves to the Held tab until you release the hold. You can also hold from the invoice review pane.
Collections
The collections area is for overdue invoices that need follow-up. From there you can log a call, send a reminder, record a promise to pay, or open a dispute.
Filters and search
You can narrow the list by customer, dispatcher, completed date range, amount, and (on Ready / Not ready / Waiting / Exceptions) blocker type. On Sent and other invoice tabs you can also filter Corrected documents and, when factoring is on, Funding (Financed / Direct). Search works with invoice numbers, load numbers, and customer references.
Filters, page size, and each tab’s sort remember for your next visit on this page; the page number does not. Switching tabs does not carry one tab’s sort onto another — each tab keeps its own. Clear filters keeps you on the current tab and restores that tab’s default sort; Reset all returns to Ready with defaults. Switching tabs keeps shared filters (search, customer, dates, amount) and clears filters that do not apply on the destination tab.
On Exceptions, filters and sort apply only to the Stuck loads list. Automation failures and failed sends stay visible in their own sections.
Row columns stay consistent across Ready / Not ready / Waiting / Stuck: Completed date, Amount, Readiness chips, and Schedule clocks where they apply. Held shows hold metadata instead of readiness clocks.
Billing automation
If your tenant uses invoice automation, this page also shows what can be issued automatically and what still needs review. Automation only helps when the billing rules say the invoice is ready and there is no billing hold. Draft accessorials can hold Ready for a configurable grace period (Settings → Configuration → Automation → Accessorial issue grace); after that window, auto-issue may proceed with approved lines only. The same grace hours also time post-invoice late-accessorial coalesce when Late accessorial billing is set to auto-issue supplemental — Financials shows Coalesce ends in (or Pending supplemental for under manual review). Failures show up under Exceptions so you can see what stopped them.