Invoicing that adapts to every transport operation.
Built around how transport businesses actually work
— Core principlesA single one-size-fits-all invoice format creates billing errors and client disputes. TransportSimple recognises that each transport model has distinct invoicing needs — and adapts accordingly.
Business-Specific Templates
Pre-configured layouts for Loose Cargo, Heavy Machinery, Container Movement, and General — each with relevant fields and billing logic.
Automatic Data Inheritance
Invoice pulls all data from Sales Orders and Jobs automatically. No re-entry, no copy-paste, no manual lookups at billing time.
Zero Manual Calculation
System auto-calculates quantities, rates, tax, additional charges, and totals. You review and send — the system does the math.
Split Invoicing
Create separate invoices for core freight/rental charges and additional charges against the same Sales Order — keeping client billing clean.
Selective Invoicing
Choose which completed jobs to invoice now. Hold back disputed or unapproved jobs for a later cycle. Multiple invoices per Sales Order.
Comments on Invoices
Add internal or client-facing comments directly on any invoice. Useful for notes on disputes, approvals, special terms, or follow-up actions.
Four ways to generate an invoice
— Invoice basisEvery transport operation bills differently. TransportSimple supports four distinct invoicing methods — use the one that fits your business model, or mix them within the same Sales Order.
Jobs / Trips
Invoice based on individual completed trip records. Each job line shows vehicle, driver, route, billing unit, and amount.
Timesheets
Invoice from approved timesheet entries. Select one or multiple approved timesheets for the billing period.
Additional Charges
Generate a standalone invoice covering only additional charges from selected jobs — keeping core freight billing separate.
Scope of Work
Invoice based on a defined deliverable or project scope, independent of individual trip or timesheet records.
Invoice A — Core Freight / Rental
- Freight charges (per trip, per km, per ton)
- Base machinery rental rate × billing days/hours
- Container freight rate per TEU/FEU
- Scope-of-work lump sum
- Tax applied on freight subtotal
Invoice B — Additional Charges
- Detention, loading, unloading, packing charges
- Mobilisation / demobilisation fees
- Operator charges billed separately
- Toll, port handling, chassis rental
- Tax applied on additional charges subtotal
Purpose-built for your business type
Invoice templatesSelect the template that matches your operation. Each template auto-configures fields, columns, and billing logic relevant to that business model.
Loose Cargo
Trucking, logistics, courier, bulk material transport
- ✓Multi-billing — trip, KM, and quantity in one invoice
- ✓Multi-stop trip billing with separate line items
- ✓Auto-populated from Job: vehicle, driver, route, distance
- ✓Weight-based surcharges auto-applied when load exceeds limit
- ✓Detention, loading, unloading, tolls as additional charge lines
- ✓Tax calculated per line; subtotal and grand total auto-computed
- ✓Custom fields: LR No., E-way Bill, Challan No., Material Type
Heavy Machinery Rental
Cranes, AWPs, forklifts, boom lifts, excavators
- ✓Timesheet-based invoicing — pulls from approved timesheets
- ✓Selective timesheet inclusion — bill approved, hold disputed
- ✓Shift config: Single Shift (10 hrs/day) or Double Shift (20 hrs/day)
- ✓Standard hours: Daily 10h | Weekly 60h | Monthly 260h
- ✓Minimum billing rules automatically enforced per contract
- ✓Operator charges as separate line item if not in base rate
- ✓Custom fields: Work Order, Site Supervisor, Equipment Condition
Container Movement
Port delivery, ICD, import/export, domestic haulage
- ✓TEU/FEU equivalency — 1×40ft = 2 TEU, auto-converted for billing
- ✓Automatic detention: (Actual days − Free days) × Rate per day
- ✓Slab-based detention rates for different day ranges per contract
- ✓Container-level tracking from gate-in to gate-out
- ✓Reefer surcharge and overweight charges auto-applied
- ✓Multi-leg billing — Port → ICD → Warehouse
- ✓Custom fields: B/L No., Booking No., Shipping Line, VGM
General Invoice
Flexible template for mixed or non-standard operations
- ✓Fully configurable — define your own line items and columns
- ✓Supports scope-of-work billing independent of trips
- ✓Suitable for retainer contracts, monthly service fees
- ✓Client-specific template assignment per customer
- ✓Consolidated invoicing — combine multiple SOs for one client
- ✓Pro forma generation for advance payment or customs docs
- ✓Unlimited custom fields and drag-and-drop column layout
Enter data once. Use it everywhere.
How it worksTransportSimple eliminates re-entry. Data flows from Sales Order through operations into the invoice automatically. The finance team reviews and sends — the system does the rest.
Sales Order
Client, billing rates, billing unit, tax rate, free detention days, contract terms
Jobs / Timesheets
Trips completed, quantities recorded, timesheets approved, additional charges logged
Select & Review
Choose completed jobs or approved timesheets to include; hold disputed items
Generate
System auto-calculates freight, additional charges, tax, subtotal, and grand total
Send or Save Draft
Send PDF directly to client, or save as draft for review before final dispatch
Custom credit limits per customer
Credit managementSet credit limits for each client and let TransportSimple enforce them automatically. Protect your business from overexposure and keep collections manageable.
Custom Credit Limits
Set a maximum outstanding receivable amount for each customer individually. Limits are configured per client in the Customer master and enforced automatically at invoice generation.
Credit Limit Warning
When a client's outstanding balance approaches the defined credit limit, the system alerts the user before generating a new invoice.
Invoice Restriction on Breach
If a client's outstanding exceeds the credit limit or invoices are overdue beyond configured days, the system restricts new invoice generation until the account is cleared.
Everything your billing team needs
Advanced capabilitiesBeyond core templates, TransportSimple provides advanced tools for complex operations and high-volume billing environments.
Save as Draft
Save any invoice as a draft before sending. Return to edit, add comments, attach documents, or route for approval.
Invoice Approval Workflow
Set approval thresholds — invoices above a defined value require manager review. Route to approver who can approve, edit, or reject.
Pro Forma Invoices
Generate pro forma before final billing for advance payments or documentation. Convert to final invoice with one click.
Consolidated Invoices
Combine multiple Sales Orders for one client into a single invoice. Each SO appears as a separate section.
Credit Notes
Raise credit notes against original invoices for short deliveries, overcharges, or disputes. System adjusts receivables automatically.
Custom Fields & Columns
Add unlimited custom fields that inherit from Sales Orders or Jobs. Drag-and-drop column reordering saved per template.
Role-based access for invoicing
User managementControl who can create, review, approve, send, and void invoices. TransportSimple's user management ensures the right people have access to the right actions.
🔏 Invoice Creator
Can generate invoice drafts from completed jobs or timesheets. Cannot send to clients without approval.
✅ Invoice Approver
Reviews drafted invoices before they are sent. Can approve, reject, or request edits.
📤 Invoice Sender
Can send approved invoices to clients via email directly from the platform. PDF generated automatically on send.
👁️ Finance Viewer
Read-only access to invoices, receivables, and reporting dashboards. No ability to create or modify billing records.
↩️ Credit Note Access
Restricted permission to raise credit notes. Requires separate role assignment.
⚙️ Settings Admin
Can configure invoice templates, custom fields, column layouts, tax rates, invoice series, and credit limit rules.
Ready to simplify your invoicing?
Talk to our team and see how TransportSimple's invoicing module fits your operations.
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