This article guides you on submitting invoices when a shipment is in transit, before delivery or before a POD submission.
Shippers generally allow the logistics provider to submit the freight invoice once the shipment is completed. To mark a shipment as completed, the logistics provider has to submit the Proof of Delivery (POD) in Cargobase.
In some cases, the shipper may allow the logistics provider to submit invoices before the scheduled delivery date or before a POD is submitted. Those invoices are referred to as "intermediate invoices" or "in transit invoices."
Intermediate invoices can only be submitted before the scheduled delivery date. If the scheduled delivery date is in the past, the provider may only submit the invoice through the usual process. The scheduled delivery date dictates the status of a shipment to change from 'Booked' or 'In transit' to 'Delayed' or 'Incomplete.'
When can I submit intermediate invoices?
To get access to the 'Submit Intermediate Invoice' button, you must ensure the scheduled delivery date is in the future, which will trigger either one of those shipment statuses:
- Booked
- In transit
Click on the Submit Intermediate Invoice button, and the system will generate the invoice template for completion.
Complete the invoice template and Submit for shipper's approval.
Why can't I find the 'Submit Intermediate Invoice' button?
The Submit Intermediate Invoice button will not be available if the scheduled delivery date is in the past, as it triggers either one of those shipment statuses:
- Delayed
- Incomplete
If your Shipper does not permit invoice submissions while the shipment is in transit, you will not see the Submit Intermediate Invoice button. If you need this feature enabled for your team, please reach out to your Shipper for assistance.
How can I postpone the delivery date to enable intermediate invoices?
The delivery schedule can be updated by setting a future delivery date. Click the Edit schedule button on the shipment tracking dashboard to do so. Once done, refresh your webpage and the Submit Intermediate Invoice button will appear.
It is important to remember to submit the Proof of Delivery (POD) once the shipment is delivered, especially after submitting an intermediate invoice. This step is crucial for closing the tracking progress accurately.