Rating & Billing

Turn completed delivery runs into accurate, dispatched invoices without anyone touching a spreadsheet.

155 hrs

Time saved/month

Companies have mapped

About This Automation

Rating and billing manually consumes significant finance staff time each month. Delivery logs, timesheets, and customer rates must be looked up, cross-checked, and entered into invoicing software one trip at a time, creating bottlenecks and errors.

Automation extracts delivery data, applies customer rates and surcharges, calculates charges, and creates invoices automatically. Trip ratings are logged simultaneously, reducing manual entry by over and delivering invoices the same day.

Key features

Extract delivery logs and timesheets from email and spreadsheet uploads automatically

Look up customer rates, surcharges, and contract terms from a master list in real time

Calculate mileage, time-based charges, and fuel surcharges without manual math

Create and populate invoices in accounting software with all line items and customer details

Log trip ratings and performance notes for future rate adjustments and tracking

Flag missing or inconsistent data for human review before invoice creation

How The Automation Works

The full workflow, from trigger to completion.

1. Delivery Log Receivedtrigger

Automation is triggered when a delivery log and timesheet are submitted via email or uploaded to a shared folder. The files are parsed and the trip data is extracted.

2. Extract Trip Data

The automation reads the delivery log and timesheet, extracting customer name, address, delivery time, mileage, and driver ID. Data is validated against required fields.

3. Look Up Customer Rates

The automation queries a customer master list (stored or a database) to retrieve the base rate, surcharges, and contract terms for the customer and trip type.

4. Calculate Charges

The automation applies rate rules, calculates mileage charges, time-based fees, and surcharges. The total invoice amount is computed automatically.

5. Create Invoice

The automation creates a new invoice with all line items, customer details, and charges. The invoice is marked as draft pending review.

6. Log Trip Rating

The automation records the trip rating (on-time, late, damaged) based on delivery time vs. promised time and any notes from the driver.

7. Notify Finance Team

The automation sends a notification to the finance team with a summary of the invoice created, the amount, and a link to review and approve.

4 reasons to map this process

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There's no obligation to build

31 hrssaved/month

12times mapped

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Frequently asked questions

Everything you need to know before mapping this process.

My process is slightly different from this. Can I customize it?

This template is a starting point based on how other businesses handle this type of work. When you map your process, you describe exactly how your team does it and the automation is built around your workflow, not a generic template.

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What do I actually get from the mapping session?

Does this work with the tools my team already uses?

What happens after I map my process?

Do I need to prepare anything before starting?

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Estimated Time Saving

155hrs/month

Process pain:8.2/10

Mapped by:6 Companies

Map this to your business to get your exact numbers.

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