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Control money from booking to close · Chapter 1 of 4

Bill freight against accepted terms and eligible quantities

Billing should be reconstructable from the accepted commercial terms and eligible work. A booking, delivery and invoice have distinct states. Define what makes quantity eligible, which evidence is required and who pays. Paid, To-Pay and TBB describe payment arrangements; they do not prove receipt of money or approval of POD. Retain calculation and source references so corrections, partial billing and disputes can be handled without charging the same work twice.

HiVAM product guides · About 3 minutes to read, plus practice · Reviewed

Your learning goals

What you’ll learn

  • Identify the correct payer and billing trigger.
  • Reconcile partial quantities before invoicing.
  • Prevent duplicate billing and preserve adjustments.

Useful terms

Billing eligibility
The reviewed conditions that allow specified work to be invoiced.
Unbilled work
Work not yet invoiced, which may or may not be eligible.

Step-by-step operating routine

  1. Confirm the accepted commercial basis

    Review payer, quote, charge units, payment arrangement and contract version. Clarify whether a component bills booked, moved or delivered quantity under the accepted policy. Avoid assuming every charge uses the same trigger.

    Record or confirm
    • Payer
    • Quote version
    • Charge basis
    • Payment terms

  2. Check quantity and evidence

    Inspect actual relevant quantities and required POD review. Separate held, refused, returned and already-billed work. A finished trip cannot supply missing eligibility evidence.

    Record or confirm
    • Eligible quantity
    • POD state
    • Held / returned
    • Already billed

  3. Prepare a transparent draft

    Show source bookings, quantity, unit, rate, extras and reviewed tax policy. Apply minimums and rounding consistently. A customer should be able to reproduce the calculation from its source basis.

    Record or confirm
    • Source IDs
    • Quantity / unit
    • Rates
    • Extras
    • Policy

  4. Approve and post once

    Have the authorised reviewer check the draft and current eligibility. Recheck state at posting to catch concurrent billing or changed records. A retry must return or reconcile the original result rather than create another invoice.

    Record or confirm
    • Reviewer
    • Current eligibility
    • Posting reference
    • Duplicate check

  5. Manage corrections and remaining work

    Use authorised credits, reversals or adjustments with reasons. Keep the original document and unbilled balance. Do not erase delivered quantity or overwrite the accepted rate merely to fix a financial mistake.

    Record or confirm
    • Adjustment
    • Reason
    • Original reference
    • Remaining quantity
Worked example

Partial quantity billing

An illustrative quantity-based agreement makes 70 of 100 delivered cartons eligible, while 30 remain held. At ₹100 per eligible carton, base freight is ₹7,000 before other components and tax. Once those 70 are billed, a repeated request must not bill them again; the remaining 30 require their own later eligibility.

  • Keep the 100-carton custody reconciliation.
  • Track already-billed quantity.
  • Apply the actual agreed basis, not a universal rule.

Exceptions and mistakes to avoid

  • A saved invoice draft is not a posted receivable.
  • Do not bill refused goods as delivered unless a separate agreed charge legitimately applies.
  • Tax and rounding corrections need retained document history.
Put it into practice

Invoice eligibility worksheet

Review each component; some accepted charges may have different triggers.

Illustrative row—replace it with your own private operating information.
Source bookingEligible / billed quantityAccepted charge basisRequired evidencePosting reference
LR 10070 eligible / 0 previously billed₹100 per eligible cartonRequired POD approvedAwaiting posting
Download CSV worksheet

Includes the illustrative row and blank rows. This is a planning worksheet, not a HiVAM import format. Keep your completed copy private; do not add credentials.

Check your understanding

Try answering first, then open the explanation. Use the worksheet and source records to practise the task.

Does TBB mean the customer already paid?

No. It means billing follows agreed account terms; actual receipts are separate.

What must a repeated posting request protect?

The source eligibility and original result, preventing another invoice for the same obligation.

Connect the workflow

Put it to work with HiVAM

Use these connections to explore the relevant product workflows. Confirm access in your deployed release; API capabilities require an integration or an available interface.

Platform capability · Growth and above

Paid, To-Pay and TBB freight billing

Review payer, eligible quantity and duplicate-safe billing.

Platform capability · Starter and above

POD review and original document custody

Check evidence review independently of physical delivery.

Compare all capabilities and availability

Keep your learning moving.

0 chapters marked complete. Reading progress stays in this browser; it is not a qualification or your company’s setup progress.

Try the workflow with your team.

Bring a representative job and an exception to a HiVAM demonstration. Review saved records, permissions and handoffs alongside the interface.