3PL Client Invoicing

On this screen you will see a list of invoices generated by the LogisticaHQ system. On the right side you will see an excel document and a pdf. In the event you have setup the LogisticaHQ system to send emails, these files will be sent to the 3PL client when they are posted.

Invoices are in draft unless Auto Post is turned on, after reviewing the invoice select the box in the left and click post as shown in the Photo below.

Managing 3PL Invoices

This page covers the life of an invoice: generating it, reviewing and correcting it, posting it, and sending it to the client.

Generate an invoice manually

You can start from the profile list or from the profile itself:

• In Setup > 3PL > Billing profiles, click Invoice... on the profile's row.
• Or open the profile and click Create invoice.

Then:

1. In the Generate invoice dialog, check the From and To date. They default to the first day of last month and the first day of this month, which is last month's period.
2. Click Confirm when asked "Generate invoice for [...] to [...]? This could take a while...".
3. Wait for the progress dialog to finish. Invoices for a large client can take a while.
4. The new invoice opens. From the profile list, it opens in a new browser tab.

To date is the first day after the period. To bill all of September 2026, enter From 2026-09-01 and To date 2026-10-01.

A few things to know:

• Invoices created this way are always Draft. They are never posted or emailed automatically, even if the profile has Auto-post invoices or Auto email invoices turned on.
• Only one invoice can be generated at a time. If another generation is running, you see "3PL invoice generation already running, please wait...".
• Before you generate, check the Invoices grid of the profile. Make sure the period has not already been invoiced.

Find invoices

Setup > 3PL > Invoices lists every client's invoices. Each profile also shows its own invoices in its Invoices section. The grid shows:

• State: Draft or Posted.
• Number.
• Profile and Client. The main list only.
• Period start and Period end.
• Posted: the posting date.
• Total.

Click an invoice number to open it.

Review and edit a Draft invoice

The invoice screen has these sections:

• Header: the state, the invoice number, the client and the profile.
• Bill to: the name and address printed on the invoice. It is copied from the client when the invoice is created.
• Additional charges and discounts: this invoice's own copy of the profile's charges.
• Details: Sub total, Charges/Discounts, Total, Start period, End period and Posted.
• Lines: Line, Item, Description, Charges, Rate and Quantity.

While the invoice is a Draft, you can change the Bill to fields, the charges and the lines. You can edit any line, add lines with Add, or remove lines. Click Update to save.

To add a tax to a line you added by hand, type the charge name, for example ITBMS, in the line's Charges column.

The Changes... link shows the history of changes to the invoice.

Re-generate lines

Re-generate lines is available on Draft invoices. It deletes all the invoice's lines and runs the profile's enabled rules again.

If you need to pick up new activity, or you turned on record capture after creating the invoice, do this instead:

1. Delete the Draft invoice.
2. Generate a new invoice for the same period.

When a rule fails

Each rule runs on its own. If one rule fails, for example because its query has an error:

• The other rules still add their lines.
• The invoice is kept as a Draft with those lines.
• An error is reported.

To recover:

1. Correct the rule.
2. Open the invoice and click Re-generate lines.

Post an invoice

Posting makes an invoice final. A posted invoice cannot be edited, re-generated or deleted, and it cannot be returned to Draft. Posting also makes the invoice visible to the client in the portal.

There are two ways to post:

• One invoice: open it and click Post. The confirmation says "This operation is irrevocable". The screen is saved before posting.
• Several invoices: in Setup > 3PL > Invoices, or in a profile's Invoices section, tick the Draft invoices and click Post. The confirmation says "A posted invoice can no longer be changed." Only Drafts are posted.

If an invoice is wrong after posting, issue a correcting invoice or adjust the next period's invoice.

Delete a Draft

Tick one or more Draft invoices in an invoice grid and click Delete. Posted invoices cannot be deleted.

If you delete a billing profile, its invoices are kept.

Print and export

Every invoice has PDF and Excel actions. You find them in the invoice grids and at the top of the invoice screen.

• PDF: the invoice, followed by an annex of the storage and service records behind it. Activities are shown with readable names, for example:
  • "Receiving - purchase order"
  • "Picking"
  • "Parcel handling"
  • "Truck load handling"
  • "Opening balance" and "Closing balance"
• Excel: a workbook with a Storage sheet and a Service sheet listing those records.

Email an invoice

The Email action appears on posted invoices in the invoice grids. It does the following:

• It sends the invoice to the client's Email, set under Setup > 3PL > Clients.
• It attaches the PDF.
• It uses the subject and body from Invoice Email Subject and Invoice Email Body (Business - Multi Client).

When it works, you see "Email to [address] sent!".

You can use these placeholders in the subject and body:

For the period dates, use @Start and @End, not the field names @StartPeriod and @EndPeriod.

Example subject: Invoice @InvoiceNumber - @BillToName - period @Start to @End

Recurring profiles with Auto email invoices send invoices automatically after the scheduled job creates them. Contact support if scheduled invoice emails are not received.

What the client sees in the portal

Portal users with access to invoices have an Invoices page in the client portal.

• The page lists only Posted invoices. Drafts are never shown to portal users.
• The columns are Invoice #, From, To date, Posted, Subtotal, Total and Download (PDF and XLSX).
• Double-clicking an invoice opens its detail, with the lines (Item, Description, Rate, Qty). The detail also has Download PDF and Download XLSX buttons.

Post the invoice before you tell the client it is ready.

Troubleshooting

Month-end checklist

1. Confirm that Generate Storage Records and Generate Service Records are on. If you use snapshot-based storage queries, also confirm that Enable Daily Snapshot is on.
2. Make sure the month's warehouse work is closed. This includes receipts completed, orders shipped, returns received and adjustments entered.
3. Review each profile's rates, rules and additional charges.
4. Check each profile's Invoices grid, so that no period is invoiced twice.
5. Generate the invoices, with From on the 1st of the month and To date on the 1st of the next month. Or review the Drafts created by recurring profiles.
6. Open each Draft and compare the lines and quantities with the PDF annex or the Excel export.
7. Correct lines, or fix rules and click Re-generate lines. Remember that re-generating replaces lines edited by hand.
8. Check the Sub total, the Charges/Discounts (ITBMS) and the Total.
9. Post the invoices.
10. Email them, or download the PDFs and send them yourself. Confirm that the client can see them in the portal.