Freight Billing Overview
Freight Billing turns your completed deliveries into customer invoices. When a driver finishes a load, DashFuel automatically creates a freight bill (invoice) for each delivery on that load, prices it using the rates you've configured, and queues it for your review. Your job as a dispatcher or billing manager is to review those invoices, fix anything that looks wrong, and send them on to your customers and your accounting system.
How an invoice is built
Every invoice is priced automatically from your Freight Bills Setup configuration:
Freight (line haul) — each product delivered gets a freight line. The rate comes from, in order of priority:
A site bid — a negotiated rate for a specific delivery location and terminal pair.
The customer's rate table — a rate matched on the trip's mileage band and fuel type.
Your company's default configuration — used when the customer has no custom setup.
Fuel surcharge — if the customer is set up to pay a fuel surcharge, it is applied on top of the freight line. How it applies depends on the customer's rate structure (a percentage for per-gallon rates, a per-mile amount for mileage rates, or a flat amount).
Accessorials — extra charges such as wait time (demurrage), split deliveries, pump-offs, or stop fees. Each accessorial can have a flat portion and an hourly portion, with a free-time exclusion before time-based charges kick in.
Minimum gallons — if a delivery falls below the customer's minimum-gallon threshold for that fuel type, a freight-minimum charge makes up the shortfall.
Taxes — tax lines can be added per product and can be rolled up into the fuel rate on the printed invoice.
Rate structures
Every customer is billed with one of three rate structures:
Rate structure | How freight is calculated |
|---|---|
By Gallon / Unit | Rate × gallons (or units) delivered |
By Mile | Rate × miles from the terminal to the delivery site |
Flat Fee | A fixed amount per delivery |
The invoice lifecycle
Invoices move through statuses as they are reviewed and billed:
Status | What it means |
|---|---|
For Review | Newly generated and waiting for someone to look at it. This is the default starting point. |
Problem | The system flagged something that needs attention — for example a missing or out-of-range delivered price or supply cost, or a BoL loading-number mismatch. The reason is shown on the invoice. |
Approved | A reviewer has confirmed the invoice is correct. |
Invoiced | The invoice has been finalized and sent/recorded. Invoicing stamps the invoice date. |
Contract / Pricing | On hold pending a pricing or contract confirmation. |
Paperwork Problem | On hold because paperwork (tickets, BoLs) is missing or inconsistent. |
Pending Email / Email Error | The invoice is queued to be emailed to the customer, or the email failed and needs attention. |
Depending on your accounting integration, you may also see integration-specific statuses (for example an "Approved" status specific to your accounting package, or an error status when an export fails). These behave like Approved/Problem but reflect the handoff to your accounting system.
The typical flow is:
Load completed → For Review → (fix any Problems) → Approved → Invoiced → exported to accounting
Fixing a finalized invoice: credit and rebill
Once an invoice reaches an invoiced status it is locked — line items can no longer be edited. To correct it, use Credit and Rebill: DashFuel creates a credit invoice that reverses the original, then generates a fresh copy of the invoice for you to correct and re-approve. The original invoice is marked Credited and stays locked for your audit trail.
In this section
Reviewing Invoices — work the daily invoice queue.
Working with a Single Invoice — review, edit, approve, and credit/rebill one invoice.
Freight Bills Setup — configure rates, surcharges, accessorials, and site bids.
Freight Arbitrage — compare carrier costs for a route before you dispatch it.