The tickets are already priced
Invoicing runs over closed jobs, e-tickets and route stops, groups them by customer, and produces the PDF. Nobody re-keys a weight.
| Customer Contract | Total |
|---|---|
| Network Plus Services LtdMercury Station Westhoughton | 2,640.00 |
| Fox Brothers (Lancashire) LtdTyldesley Travel Hub | 1,632.00 |
| Cheshire Soils & Aggregates LtdDinting Vale, Glossop | 3,024.00 |
| Mayo Stone Supplies LtdMayo Stone Supplies, Salford | 2,736.00 |
| Baxters Supplies LimitedNorth of Benson Road, Warrington | 1,008.00 |
| Argyle North West Construction LtdBroadoak Lane Knutsford | 1,056.00 |
| Ticket | Product | Quantity | Rate | Total |
|---|---|---|---|---|
| WB-12088 | Road Base (Pad) | 1.12 t | £15.00 | £16.80 |
| WB-12092 | Road Base (Pad) | 1.70 t | £15.00 | £25.50 |
| WB-12093 | Road Base (Pad) | 0.84 t | £15.00 | £12.60 |
| WB-12107 | Utility Sub-Base Soils | 15.16 t | £15.00 | £227.40 |
An invoice run is chosen by source rather than assembled by hand — closed weighbridge jobs, waste e-tickets, product e-tickets or route stops. This one runs over jobs. Customers and contracts are invented; the lines add up to the total on the invoice.
Month end is a transcription exercise
In most yards the invoice run is a person with a stack of tickets, a rate card and a spreadsheet, working out what each load should have cost after the fact. It takes days, it is done under time pressure, and the errors it produces are the expensive kind: a rate applied from the wrong contract, a load billed to the wrong account, a ticket missed entirely.
The fix is not a faster spreadsheet. It is pricing the load at the moment it is weighed, when the product, the customer and the contract are all in front of the operator, so that invoicing becomes a matter of grouping and issuing rather than calculating.
Four ways into an invoice
Different parts of the business bill from different records. Each has its own run.
Weighbridge jobs
Closed jobs across a date range, grouped by customer. The tonnage and the rate come off the job as it was agreed at the bridge.
Waste and product e-tickets
Separate runs for waste transfer and for product sales, because they price differently and usually go to different people in the same office.
Route stops
Completed stops from a delivery round, billed from what the driver actually did rather than from what was planned. Seeroutes and deliveries.
Purchases, going the other way
Suppliers and purchase invoices sit in the same system as the sales side, so subcontracted haulage costs land next to the revenue they earned.
What's in it
- Generate from closed weighbridge jobs, waste e-tickets, product e-tickets or route stops
- Invoices grouped per customer across a date range, then reviewed before they go out
- PDF generation and email delivery, with generated and sent held as separate states
- Customer payments recorded against the account, with an owings report by customer tag
- Export runs for handing figures to your accounts package
- Purchase ledger for the other direction — supplier invoices and purchases
- A jobs report and per-customer invoice history for answering queries
Questions we get asked
What can an invoice be generated from?
Closed weighbridge jobs, waste transfer e-tickets, product e-tickets, and completed route stops. Each has its own generation run, and each groups what it finds by customer across the date range you choose.
Where does the price come from?
It is already on the ticket. Rates resolve when the ticket is raised — the customer’s own price first, then a price for the tag they belong to, then the default — so the invoice run is reading a figure rather than working one out. See contracts and pricing.
Do we have to close tickets before invoicing?
Yes, and you can do it in bulk. Most offices bulk-close ahead of the run rather than closing each ticket at the bridge. Closing is what marks a ticket as agreed and ready to bill.
How do invoices reach the customer?
As a PDF, generated server-side and emailed through Postmark. Generated and sent are held as separate states, so an invoice that has been produced but not yet issued is visibly different from one that has gone out.
Can customers see their own invoices?
Yes. A customer login shows that customer their own e-tickets and invoices, and nothing else — which removes most of the phone calls asking for a copy of something.
Does it handle money going the other way?
Yes. The purchase ledger holds suppliers and purchases, and customer payments are recorded against the account with an owings report broken down by customer tag.
Can we get the figures into our accounts package?
Export runs produce the figures for handing over. Heavy Tech is the operational record; it is not trying to replace your accountant’s ledger.