From Manual Billing to Minute-Fast Invoices (for White-Glove Last Mile)

White-glove carriers move big items. Invoices should move fast too. They don’t—when billing is manual.

Manual math for rates, fuel, zones, status fees, delay blocks, and reason codes leads to wrong totals and missed charges. It burns AR time and trust. Retailers push back. Cash slows.

We’ve lived this with carriers who deliver appliances and furniture. We built a billing engine that does the math, follows the contract, and proves each charge.

Rules by Retailer + Hub

• Load each agreement into the system at the warehouse hub level.
• Make exceptions visible (brand, SKU class, service windows, surcharges).

Dynamic, Flexible Rates

• Set rates by postal code/zone, distance bands, or flat truck.
• Add service (install, haul-away, threshold) and service type (delivery, store pickup, return, warehouse pickup).

Delay Fees that Calculate Themselves

• Set a grace period (e.g., first 30 minutes).
• Add increment blocks (every 15 minutes after).
• Pull time from TMS events + GPS timestamps to bill fairly to the minute.

Status-Based Charges that Always Match Reality

• Charge logic by delivered, failed, not-home, refused, wrong product, address error, etc.
• Rules roll up into the correct reason codes for the retailer.

Proof at the Speed of Trust

• PODs + photos sent automatically (email/API) when statuses close.
• Retailers see what happened and why a charge exists.

Closeout Without Chaos

• Daily/weekly completion reports and KPIs generate on schedule.
• AR sees exceptions first, approves, and pushes invoices.

Out-of-Zone Fees

• Postal-code level logic—no more eyeballing a map after the fact.

Results

Before: Spreadsheets, sticky notes, desk calculators, late nights, and debates.

After: AR presses Run Billing, reviews exceptions, and sends invoices by API/EDI-210/Excel—all in minutes.

What you get!

• ~99% accuracy
• Fewer disputes
• Faster approvals and payout
• Clear audit trail for every fee
• A calm AR team that can focus on growth

Example:

Morning: The engine loads completed stops from TMS.
Noon: It applies rules per retailer/hub, adds fuel, delays, zones, and status charges.
Afternoon: AR reviews exceptions, attaches POD/photo bundles, and sends invoices to retailers by API or EDI-210.
Evening: The weekly KPI closeout is ready for leadership.

FAQs

• Can we change rules without IT? Yes. Rules are editable by your ops/AR leads.
• What about unique retailer logic? Supported—at the retailer + hub level.
• If times don’t match? We set a priority source (e.g., TMS), use GPS as a tolerance check, and flag outliers.
• If a delivery fails? Status-based logic bills the correct fee and reason code, automatically.
• What if a retailer needs EDI-210? We support EDI-210, API, or Excel—your choice.
• Call to Action (direct + transition):
• Direct: Book a 20-min walkthrough. We’ll map your first retailer + hub live.
• Transitional: Ask for our Billing Rules Starter Kit (CSV templates + examples).