Accountant workflows

As Accountant, you own invoice-to-cash and the accounts-payable side of Logistall — invoicing customers, recording payments, and paying carriers. Customers and shipments are visible to you read-only, for context only. Your work is driven by two triggers: a shipment reaching delivered (time to invoice) and money arriving (time to record it).

Your morning

1. Open the Dashboard and check the Open Receivables card — the total balance still owed on sent, partial, or overdue invoices, with a count of how many are overdue. Select it to see the underlying list (Dashboard).
2. On Invoices, filter for overdue — Logistall has already done the flagging for you overnight (see the note below) — and start collections from there (Finance).
3. Use the Balance Due filter to narrow the table to open invoices (balance greater than zero) versus settled, so you’re only looking at what still needs chasing (Finance).

Note

You never mark an invoice overdue yourself. A background check runs roughly hourly and flips any sent or partial invoice to overdue once its due date has passed with a balance outstanding — the status is your collections worklist, maintained for you (Finance).

When a shipment is delivered: raise the invoice

1. When a shipment is delivered — you’ll see the automatic notification on the status change — create the invoice on Invoices, linking it to the shipment (Finance).
2. Leave the reference blank to auto-generate one (e.g. INV-2026-00001), and let Logistall compute the tax amount, total, and balance due as you enter the subtotal, tax rate, and discount (Finance).
3. Download the invoice PDF and send it to the customer. The PDF (labelled FACTURE) is built from your company’s letterhead details, the billed customer, and the line items (Finance).
4. If the invoice itself has no line items, its PDF pulls them from the linked shipment’s charge lines instead — and if neither exists, it falls back to a single summary line for the subtotal (Finance).

Tip

The letterhead on every invoice PDF — company name, legal name, address, and the ICE/RC/VAT/CNSS/Patente identifiers — comes straight from the My Organization page. If something looks wrong on a PDF, that’s where the fix lives, and it’s the Company Owner’s page (Organization Settings).

As payments arrive

1. Select Record Payment on the invoice’s row — the form pre-fills the amount to the outstanding balance, and you can adjust it for a partial payment (Finance).
2. Choose the payment method (Wire Transfer, Card, Cash, or Cheque) and the date, then save.
3. Logistall recomputes the paid amount and invoice status in the same step: paid once the paid amount reaches the total, partial if something has been paid but not everything (Finance).
4. Past-due sent or partial invoices with a balance flip to overdue automatically — watch that status to drive collections (Finance).

Scenario: a customer wires half of a 40,000 MAD invoice. You select Record Payment, overwrite the pre-filled full balance with the amount received, pick Wire Transfer, and save. The invoice flips to partial with the remaining balance showing. If the due date passes before the rest arrives, the hourly background check moves it to overdue on its own — it lands in your morning worklist without you tracking it in a spreadsheet.

Pay your carriers

Record carrier bills (AP) on Carrier Bills, linking each one to the shipment it belongs to so its cost counts toward that shipment’s margin. Each bill carries the carrier, an invoice number, a status (pending, approved, or paid), an amount and currency, and invoice/due dates (Finance).

Caution

The shipment link on a carrier bill isn’t optional bookkeeping — it’s what feeds the margin view. A bill recorded without its shipment leaves that shipment’s margin overstated (Finance).

End of period: watch the margin

The Finance page shows per-shipment margin — what you invoiced minus what carriers billed you — with four summary cards totalling revenue, cost, margin, and margin percentage across the table. Only shipments with billing activity appear; anything without an invoice or carrier bill yet isn’t listed (Finance).

Caution

Margin sums invoice and carrier-bill amounts directly, without converting between currencies. If a single shipment is invoiced in one currency and billed in another, its margin line won’t net out correctly — keep a shipment’s invoices and bills in one currency where you can (Finance).

Record trip expenses

You can create expenses on Expenses; every one starts at pending status until an owner or data admin approves it (Finance).

Outside your role

Shipments, fleet, and quotes are visible to you read-only or not at all — operations are handled by dispatchers (Dispatcher); user management belongs to company owners.

Related pages

• Workflows overview
• Finance
• Customers & Contracts