Client billing in manufacturing requires extracting shipment data, looking up rates, calculating charges, and creating invoices manually across multiple systems. Manual rate lookups and invoice creation consume significant time and introduce calculation errors that damage client relationships.
Automation extracts shipment records, applies rates automatically, calculates all charges, and generates invoices in the accounting system without manual data entry. Invoices are created same-day with zero calculation errors and a complete audit trail.
The full workflow, from trigger to completion.
Automation is triggered on the scheduled billing date. Shipment records are pulled from the TMS or freight management system via API or scheduled export.
The automation reviews the shipment list, removes duplicates, and flags any missing or incomplete records. the automation cross-checks against the previous month's invoice to catch gaps.
The automation looks up the correct rate for each shipment from the rate card stored, applies tiered pricing, surcharges, and client-specific discounts, and calculates the total charge.
The automation creates an invoice for each client, populating line items with shipment details and calculated charges. Invoice numbers are auto-generated and payment terms are applied.
Invoices are exported as PDFs from QuickBooks and sent to clients with a standard cover message and payment instructions.
A summary of the billing run is posted, including the number of invoices created, total revenue billed, and any exceptions or manual reviews required.
Finance manager reviews the summary and invoice list in QuickBooks, approves the batch, and confirms that all invoices are ready for client delivery.
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