Finance

Freight only counts when the money side closes: the customer pays you, you pay the carrier, the driver gets reimbursed, and the shipment turns out to have made a margin. Logistall’s money-related screens cover each step — Invoices track what customers owe you, Carrier Bills track what you owe carriers, Expenses track driver and trip costs, and Finance shows the resulting margin per shipment. This page covers all four, plus how invoice PDFs and multi-currency display work.

Get paid for a delivered shipment

The Invoices page lists every invoice you’ve issued to customers. To raise one:

1. Add a new invoice. Leave the reference number blank to auto-generate one (e.g. INV-2026-00001), or enter your own.
2. Pick the status (draft, sent, partial, paid, overdue, void, or disputed) and an invoice type (freight, customs duty, accessorial, credit note, or correction).
3. Choose the customer and, optionally, the linked shipment — linking it is what feeds the per-shipment margin view and lets the PDF pull the shipment’s charge lines.
4. Enter the subtotal, tax rate, and discount — Logistall computes tax amount, total, and balance due automatically as you edit these.
5. Set the invoice, due, and (once relevant) paid dates.

Record a payment

Scenario: a customer wires half of a 40,000 MAD invoice and promises the rest at month-end. Record what arrived so the invoice reflects reality.

1. Select Record Payment on the row of any invoice that isn’t already fully paid.
2. The form pre-fills the amount to the outstanding balance — adjust it to what was actually received.
3. Choose a payment method (Wire Transfer, Card, Cash, or Cheque) and a date, then save.

Saving creates a payment record and, in the same step, recomputes the invoice’s paid amount and status: paid once the paid amount reaches the total, partial if something has been paid but not the full total, otherwise it stays at its prior status.

Tip

You don’t have to chase down late invoices manually: Logistall runs a background check (roughly hourly) that flips any sent or partial invoice to overdue once its due date has passed and it still has a balance outstanding. This runs on its own — there’s nothing for you to trigger. Filtering the table by overdue status is your ready-made chase list.

Find what’s still open

A Balance Due filter on the Invoices table lets you narrow the list to invoices that are still open (balance greater than zero) versus settled — useful at month-end when you want the receivables picture without scanning statuses one by one. Table search, sort, filters, and pagination otherwise work the same as elsewhere — see Searching & filtering tables.

Invoice PDF (FACTURE)

Every invoice row has a PDF button that downloads a formatted invoice document (labelled FACTURE, following French freight-industry convention) built from your company’s letterhead details (set on the My Organization page), the billed customer, and the invoice’s line items and totals, including tax.

Line items come from whichever source is available, in order:

1. The invoice’s own itemized lines, if you’ve entered any.
2. Otherwise, if the invoice is linked to a shipment, that shipment’s charge lines.
3. If neither exists, a single summary line for the invoice’s subtotal.

Note

Keep your legal identifiers current on the My Organization page — they’re printed on every FACTURE letterhead. See Organization Settings. The CMR consignment note for a shipment is a separate document, downloaded from the CMR button on the Shipments page (see Shipments → Documents).

Track what you owe carriers (accounts payable)

The Carrier Bills page is your accounts-payable ledger — what you owe carriers for shipments they’ve moved for you. Add or edit a bill by setting the carrier, optionally a linked shipment, an invoice number, a status (pending, approved, or paid), an amount and currency, an invoice date and due date, and notes.

Tip

Link each carrier bill to its shipment. Just like customer invoices, that link is what makes the bill count toward the shipment’s cost in the margin view below.

Per-shipment margin (AR − AP)

The Finance page shows, for every shipment that has billing activity, its margin: revenue (the total of any customer invoices linked to that shipment) minus cost (the total of any carrier bills linked to that shipment). Four summary cards at the top total revenue, total cost, total margin, and overall margin percentage across the whole table — a one-glance profitability check for the period you’re looking at.

The table itself is sortable and filterable by status and mode, and only lists shipments that have revenue or cost recorded — shipments with no invoices or carrier bills yet don’t appear.

Caution

Margin is computed by summing invoice and carrier-bill amounts directly, without converting between currencies — so a mix of currencies on the same shipment’s invoices and bills will not net out correctly. In practice this matters only if you invoice or bill a shipment in more than one currency; keep each shipment’s billing in a single currency if you rely on this view.

Driver expenses & the approval workflow

Scenario: a driver comes back from a run with toll receipts and a hotel bill. The Expenses workflow gets them logged, approved by the right person, and reimbursed — with a record at every step.

The Expenses page tracks driver and trip costs — tolls, fuel, parking, accommodation, meals, and other categories — each with an amount and currency, a date, an optional linked driver and trip, a description, a receipt URL, and notes.

The approval workflow:

1. Anyone logs the expense. Every new expense starts at pending status regardless of what you enter, since only an owner or data admin can approve one.
2. For pending expenses, Approve and Reject buttons appear directly in the table row — no need to open the full edit form. Approving stamps who approved it; rejecting just marks the expense rejected.
3. Once the money has actually been paid back, open the approved expense and change its status to reimbursed from the edit drawer directly — this fourth status isn’t reachable from the quick-action buttons.

Caution

Only pending expenses can be deleted. Once an expense is approved, rejected, or reimbursed it’s kept for audit purposes and can only be edited, not removed.

Currency: base MAD, display conversion only

Logistall’s base currency is the Moroccan Dirham (MAD), and every record (invoice, carrier bill, expense, and so on) is stored in whatever currency you set on it — MAD by default. A currency picker lets you choose a display currency for the whole app; when set, amounts are converted for on-screen display only, using a fixed table of approximate exchange rates (not a live feed).

Note

Display conversion never changes what’s actually stored — switching your display currency back to “Original” always shows each record in the currency it was actually recorded in. Treat converted figures as a rough reading aid, not an accounting-grade conversion.

Related pages

• Getting Started
• Dashboard
• Shipments
• Quotes & Rate Cards
• Customers & Contracts