In Logistiqo, most customer invoices are created from shipments. In some cases, however, you may need to create an invoice that is not based on a shipment. This can be used, for example, for one-time charges, manual invoice items, special services, or other amounts that should be invoiced directly to a customer.
In Logistiqo, this type of invoice is usually called a direct billing invoice. The invoice is created in the invoice module, but the invoice items are entered manually instead of being taken from a shipment.
When should you use a direct billing invoice?
Use a direct billing invoice if the amount you want to invoice does not come from a shipment in Logistiqo.
Typical examples are:
- a one-time service or charge
- a manual billing item
- a special correction or additional charge
- a sale or cost that should be invoiced to a customer but is not connected to a transport order
If the invoice should be based on a shipment, you should normally create the invoice from the shipment instead.
Creating a direct billing invoice
Go to Accounting > Debtors > Invoice.
In the invoice module, select the table for direct billing items. Depending on your configuration, this may be shown as Direct Billing, Direct Details, or a similar table name. This table contains the predefined direct billing items that can be used for invoices without shipments.
Select the direct billing item that you want to use, then click New in the toolbar. Logistiqo opens a new invoice based on the selected direct billing item.
Complete the invoice data carefully:
- Customer: The customer who should receive the invoice.
- Shipment: Optional. Leave this field empty if the invoice is not related to a shipment.
- Name: The title or short name of the invoice item.
- Description: The text that describes the invoice item.
- Date / Service Date: The date of the service or invoice item.
- Amount: The net amount that should be invoiced.
If required, you can add further direct billing items before saving the invoice. Use the plus button or the available add function to insert additional positions.
After entering all required information, click Next to confirm the invoice details. The invoice is then created as a draft.
Check the invoice data, the customer address, the amount, and the VAT breakdown. If everything is correct, click Save. The invoice receives an invoice number after saving.
Adding a direct billing item to an already opened invoice
If you have already opened an invoice and only want to add another direct billing item to it, do not create a completely new invoice.
Instead, select the direct billing item and use the add function in the table. The selected item is then added to the currently opened invoice.
This is useful when several manual invoice items should appear on the same invoice.
Assigning a direct billing invoice item to a shipment afterwards
A direct billing invoice can also be linked to a shipment afterwards, if needed. This is useful when the invoice was created manually first, but should later still be connected to a specific shipment for documentation or internal tracking.
Open the invoice and expand the relevant direct billing item. In the assignment area, enter the shipment number in the Shipment field and select the correct shipment from the suggestions.
After assigning the shipment, save the invoice again.
Important notes
A direct billing invoice is not automatically created from shipment data. This means that the user is responsible for entering and checking the invoice item, amount, date, and description.
If the invoice has already been exported to accounting, it may no longer be editable. In that case, corrections should usually be made by creating a correction or reversal instead of changing the exported invoice.
For printing, sending, attachments, invoice recipients, and later corrections, use the normal invoice workflows in Logistiqo.