Client Invoice States & Processes Explained

01 - In Processing

During the In Processing phase/state the client invoice is being created by linking freight and parcel invoices to it. As our "Invoice Processors" build the client invoice the amount due of such rises.

Next State/Process Options:

  • Ready For Review
  • Holding (special case - see below)

 

02 - Ready For Review

During the In Processing phase/state the client invoice is being created by linking freight and parcel invoices to it. As our "Invoice Processors" build the client invoice the amount due of such rises.

Next State/Process Options:

  • Invoiced

 

03 - Invoiced

This phase indicates that FreightWise has sent the Client Invoice and the Client Invoice Excel to the client. At this time FreightWise is waiting for the client to review and accept the Client Invoice. 

Next State/Process Options:

  • Client Accepted
  • Client Rejected (special case - see below)

 

04 - Client Accepted

Indicates that the client has accepted the Client Invoice. FreightWise is awaiting payment from the client.

Next State/Process Options:

  • Payment Received
  • Client Rejected (special case - see below)

 

05 - Payment Received

Indicates FreightWise has received payment and is int eh process of creating ALL carrier payments relating to the Client Invoice. 

Next State/Process Options:

  • Carriers Paid
  • Client Over-Paid (special case - see below)
  • Client Under-Paid (special case - see below)

 

06 - Carriers Paid

Indicates that FreightWise has sent payment to ALL carriers related/associated with the Client Invoice. These payments are either in form of a check or ACH payment.

Note:
In some cases the Client Invoice stays at this state/phase since it can take a while for ALL carriers to accept payment.

Next State/Process Options:

  • Complete

 

07 - Complete

This indicates ALL carriers have "cashed" their checks or accepted the ACH payments. The client invoice process has completed. 

Note:
In some case getting to this state/phase can take a while since FreightWise is waiting for ALL carriers to accept payment.

 

Special Cases

These states allow for expedient handling of special cases that can arise during the processing of the client invoices.

Holding

This state serves as a holding area for Invoice Processors. This holding area is simply to handle the client invoices that require actions or research before FreightWise continues.

Next State/Process Options:

  • In Process

 

Errors & Rejections

These states allow for expedient handling of issues and an area to park / stop processing of freight invoices that do not pertain to a client.

Rejected By Client

Client invoices that end up in this state were rejected by a client after the invoice was sent. In essence if a client invoice is in this stage / phase then our Invoice Processors or the client itself can review, fix and re-invoice again.

Next State/Process Options:

  • Ready For Review

 

Client Over-Paid

Client payment (check or ACH) was more than the Client Invoice stated. Usually this requires our AP/AR team to get involved to find a resolution.

Next State/Process Options:

  • Invoiced
  • Client Accepted

 

Client Under-Paid

Client payment (check or ACH) was less than the Client Invoice stated. Usually this requires our AP/AR team to get involved to find a resolution.

Next State/Process Options:

  • Invoiced
  • Client Accepted

 

 

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