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How to submit invoice or additional invoice?

Submit Freight invoices or add additional invoices after a shipment is completed.

In order to submit freight invoices, the logistics provider must follow a 2-step process by first submitting a Proof of Delivery (POD), followed by the submission of the freight invoice. The Shipper determines the limit on the number of invoices that can be submitted.
Sometimes, the shipper may allow invoices to be submitted before POD or before the scheduled delivery date. Check our article to learn how to submit intermediate invoices.
 
Step 1: Submit the Proof of Delivery (POD)
  • Providers integrated with Cargobase have the ability to update the tracking references using automated POD submission upon shipment completion.
  • Providers which are not integrated with Cargobase have the ability to submit a POD  once a shipment is completed.

Step 2: Submit the Freight Invoice

Once the POD is submitted, you can submit the invoice immediately or later once it is ready.

  • On the shipment tracking page, you can access the 'Billing' tab to submit your freight invoice.

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  • You can also submit the invoice on the 'Invoices' module and look up the shipment in the list of unsubmitted invoices.

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  • Enter your system's invoice number on the 'Invoice Number' field. 
  • Add additional references that are required by the Shipper. 
  • In the 'Goods' section, make sure to confirm the accurate final weight or quantity of the shipped items. If needed, you can click on the Screenshot 2024-05-29 at 1.24.51 PMedit button to make any necessary changes.

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  • In the 'Costs' section, input the final amount invoiced for each cost item in the currency specified for the invoice.
  • If needed, you can modify the currency exchange rate on the invoice.

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  • Add any attachments or remarks to support your freight invoice submission.  

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Pay attention to any Invoicing Guidelines given by the Shipper, as they may include detailed instructions for invoice submission. These guidelines can be found on the invoice template for your reference.

How to Edit Commodity Details During Invoice Submission

Sometimes the commodity details in the shipment don’t match what was used in the request. If you need to update the commodity before submitting your invoice, you can update it directly in the invoice submission form.

Steps to edit the commodity;

  1. Go to Invoice Submission.

  2. Scroll to the Goods section.

  3. Under the Action column, find the pencil (edit) icon.

  4. Click the pencil icon to open the commodity details.

  5. You can edit all relevant fields, including:

    • Handling unit

    • Length / Width / Height

    • Units (cm/in)

    • Quantity

    • Piece weight

    • Units (kg/lbs)

All fields in this section are clickable and editable. Once you’ve made the changes, click Submit to save the updated details.

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Important Note:

  • Only amend commodity details after confirming with the shipper/customer and getting their agreement.
  • If commodity details are changed without confirmation, your invoice may be rejected.

Submit an Additional Invoice 

Multiple invoices can be added (depending on the invoice process set up for each Shipper) to a completed shipment.
Once the first invoice is submitted, click on Add Additional Invoice, and a new invoice template with a new invoice ID will be generated which you can add the corresponding information.
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The additional invoice template will be empty, but you have the flexibility to include the cost items from the original quotation or add new ones of your own choice.
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Ensure timely submission of your invoices to prevent delays in payment from the Shipper.