Freight Billing Software That Finds the Trips You Forgot to Invoice
A load that moved and never got billed is worse than a load you turned down. KO Fleetz raises freight bills from completed trips against the rate that was actually agreed, and reports the delivered trips still sitting with no bill against them. That report is usually the most uncomfortable screen in the platform.
The load moved. The money didn't.
Billing in most transport offices runs on a person. One clerk who knows which customer takes a bill per LR and which wants a fortnightly statement, which lane carries a detention clause, and which consignee will reject an invoice that does not carry the correct purchase order reference. That knowledge is real and worth a great deal. It is also sitting entirely in one head, and it goes on leave in April.
The failure is not dramatic. Nobody decides to skip an invoice. A trip completes on a Saturday, the acknowledgement copy takes eleven days to come back from the branch, the customer's rate was revised mid-month and the clerk is waiting for confirmation, and by then the trip is four screens down and out of mind. Multiply that by a busy fortnight and you have a set of completed movements that will never turn into money, because nobody is counting the ones that fall through.
The rate is the other half of it. Freight is quoted per tonne on this lane, per trip on that one, per kilometre for the hired vehicle, with loading charges here and a detention rate that nobody wrote down. When the rate lives in an email thread, the bill gets raised from whatever the clerk remembers, and the difference between what was agreed and what was billed is a leak that appears in no report because there is nothing to compare against.
Bill from the trip, against the rate on record
Pricing is master data, not folklore. A rate belongs to a customer, a lane and a basis — per tonne, per trip, per kilometre, per container — and the freight bill draws on it rather than on recollection. When a rate is revised, KO Fleetz revises it in one place and every bill raised afterwards uses it. The clerk still applies judgement on the exceptions. The clerk is no longer the only copy of the rate card.
The bill is raised against a completed trip, so it inherits what actually happened: the LRs carried, the delivery status, the distance run, the vehicle, the expenses posted against it. This is what makes billing an operational act rather than a data entry exercise. It is also why the platform can tell you something nobody wants to hear — which completed trips have no freight bill against them at all. Trip Planner reports that gap directly, and on a busy operation the list is longer than anyone expects.
This is billing, not accounting. KO Fleetz raises the freight bill, holds it against the trip and the customer, and gives Finance the invoice value and the revenue per trip and per kilometre that follow from it. It does not run your ledgers, chase your receivables or file your returns. The bill is the bridge between an operation that moved a load and a finance function that needs to be told about it, and it should stop being a bridge that people fall off.
Capabilities
What KO Fleetz freight billing gives your team
Bill raised from a completed trip
The freight bill inherits the LRs carried, the vehicle, the delivery status and the distance run, so invoicing starts from what happened rather than from notes.
Unbilled trip reporting
KO Fleetz lists completed trips with no freight bill against them as an open queue, which turns forgotten revenue into a countable backlog someone owns.
Pricing as master data
Rates are held per customer and lane rather than in an email thread, so the bill and the agreement are read from the same figure.
Multiple rate bases
Per tonne, per trip, per kilometre and per container are all first-class, because one transport office quotes all four before lunch.
Ancillary and detention charges
Loading, unloading, halting and detention are billed as their own lines, so the charges most often waived by default are at least visible before they are waived.
Bill against LR or against period
Customers who want a bill per consignment and customers who want a fortnightly statement are both served without keeping two sets of workings.
Revenue per trip and per kilometre
Invoice value flows through to the trip that earned it, which is what makes revenue per trip and revenue per kilometre real figures rather than estimates.
Hired vehicle billing distinction
A load run on a hired truck bills the customer the same way but carries its own hire cost, keeping the margin on bought-in capacity out of a fleet average.
How it works
How KO Fleetz does it
Step 1: Set the rate once
Customer, lane, basis and ancillary charges go into Pricing. The rate card stops being an attachment somebody forwards and starts being a record the bill reads.
Step 2: Complete the trip
Delivery closes the LRs and the trip. Distance, vehicle and the consignments carried are already on record, so nothing has to be reassembled for billing.
Step 3: Raise the freight bill
The bill is generated against the trip at the rate on record, with ancillary lines added where they apply. The clerk reviews exceptions instead of typing everything.
Step 4: Work the unbilled list
Completed trips without a bill sit in one queue. That queue is worked to empty, and it is a far shorter conversation than an audit six months later.
Outcomes
What changes
- Delivered but unbilled trips named, not lost
- Nothing silent
- The bill and the agreement read the same figure
- Rate on record
- Revenue attributed to the movement that earned it
- Per trip
- Less distance between the delivery and the invoice
- Shorter gap
Frequently asked questions
No. KO Fleetz raises the freight bill from the operation and holds it against the trip, the customer and the consignments. Ledgers, receivables ageing, tax filing and statutory reporting belong to your accounting system and stay there. What we are fixing is the step before accounting: the fact that a completed movement often never becomes a document at all. An invoice your ERP never received is not an ERP problem.
Because the trip and the bill are related records, and the absence of one against the other is a query. A trip marked completed with no freight bill attached appears in the completed trips finance report as exactly that. It is not clever. It is simply a check nobody performs when trips live in one place and invoices live in another, and the number it returns on a real operation is usually the reason people take the module seriously.
It helps with the repetitive half and stays out of the way on the rest. Contracted lanes with a standing rate are exactly what master data is for. Spot loads negotiated on the phone at eleven at night are entered on the bill, because maintaining a rate card that is wrong by the time it is saved helps nobody. The value is that standing rates stop being retyped from memory and spot rates become the visible exception rather than the norm.
You can raise the line, and you will lose the argument. Detention billing is only as strong as the arrival and departure record behind it, which is why detention and turnaround analytics matters more here than the billing screen does. If the vehicle is not tracked and nobody logged the gate times, the charge rests on the driver's word against the consignee's, and most transporters quietly waive it. The bill can carry the line. The evidence has to come from the trip.
The customer is billed the same way regardless of whose truck ran the load. What changes is the other side. A hired vehicle carries a hire cost against the trip, so the margin on that movement is the freight billed minus what you paid for the capacity, and it stays separate from your own fleet's cost structure. Mixing the two is how operators end up believing bought-in capacity is more profitable than it is.
It removes the reasons the gap exists, and it will not do the work for you. The delay is usually one of three things: the acknowledgement copy has not come back, the rate is unconfirmed, or nobody noticed the trip finished. The unbilled queue kills the third, pricing master data kills the second, and delivery capture against the LR shortens the first. What remains is a person deciding to work the list, and no software has ever solved that part.
Find out what you delivered and never billed
Send us last quarter's completed trips and your invoice register, and KO Fleetz will show you which movements are in one and not the other.