Invoiced when the proof is in. Paid from the link.
Wildflower issues each invoice once the job is delivered and the proof you require is in. Your customer pays it by card or verified bank account, and the payment is applied to the invoice.
Same-day van · M8R-4TXCModesto → San Francisco · 18 cases of produce$230.53
Total$230.53
Delivered 12:45 PM · signed for at Corbett Grocers
Issued and emailed 1:15 PM · PDF and a link to pay
On its way 2:06 PM · Checking ••2087
Paid in full Nov 5 · in QuickBooks
Example invoice · VR-1187
One invoice's day, clock time by clock time.
On Tuesday, Nov 3, Ana T. takes Harlan Produce's 18 cases of produce from its Modesto warehouse to Corbett Grocers in San Francisco in Van 2. The job was priced on /dynamic at $230.53. Here's its invoice, from the signature to the books. Nobody at Valley Route sends it or types in the payment.
VR-1187Waiting12:43 PM
Signed for
Signed for at Corbett Grocers.
Ana T. reaches Corbett Grocers in San Francisco at 12:20 PM, unloads the 18 cases, takes 2 photos and gets the signature. The invoice can't go yet: the job isn't delivered.
M8R-4TXC · Tue, Nov 3 · Van 2, Ana T.
Stop
Arrived
Left
Harlan ProducePickup · Modesto
10:18 AM
10:38 AM
Corbett GrocersDrop-off · San Francisco
12:20 PM
Unloading
2 photos12:41 PMSigned by Corbett Grocers receiving12:43 PM
The invoice at 12:43 PM
Not issued yetWaiting
Same-day van · M8R-4TXC$230.53
To invoice$230.53
Not delivered yet
Delivered
Ana slides to deliver. The clock starts.
The job is delivered and has its final price, $230.53, priced on /dynamic. Those two are always required. Valley Route waits 30 minutes after delivery before it invoices; you can set no wait at all, or up to a year.
Delay after delivery · 30 min
12:45 PMDelivered · Tue, Nov 330 min1:15 PMReady, if the rest is in
Ready at 12:45 PM + 30 min = 1:15 PM
The invoice at 12:45 PM
Not issued yetWaiting
Same-day van · M8R-4TXC$230.53
To invoice$230.53
Delivered · ready at 1:15 PM
Ready to invoice
Every requirement in, so it's ready.
On top of the two that are always required, Valley Route asks for the arrival and departure at every stop, Harlan's PO and proof of delivery. At 1:15 PM all of it is in and the 30 minutes have passed.
Valley Route's billing settings · when work is ready to invoice
Always required
Delivered12:45 PM
Final price$230.53
Valley Route requires
Arrival time at every stop10:18 AM · 12:20 PM
Departure time at every stop10:38 AM · 12:45 PM
Customer POPO 5531
Proof of deliverySigned 12:43 PM · 2 photos
Not required here
Customer billing emailOff
Customer billing addressOff
Staff approval before invoicingOff
Delay after delivery · 30 min1:15 PM
When something's missing, the job waits in Collections with the reason. Staff can add a PO or proof reference, or correct a stop's time with a reason, and the original is kept. With staff approval on, work also waits for a yes, and it's asked again if billing details are corrected.
The invoice at 1:15 PM
Not issued yetReady
Same-day van · M8R-4TXC$230.53
To invoice$230.53
Every requirement in
Issued and emailed
Issued on Harlan's agreement, and emailed.
Harlan is billed per job, the default, so M8R-4TXC is invoiced as soon as it's ready. It takes Valley Route's next number, VR-1187, is dated the day it's issued, and is due in 15 days on Net 15. Pick another agreement to see when the same job would go:
Harlan's billing agreement · ready Tue, Nov 3, 1:15 PM
Per job, the invoice goes out at 1:15 PM on Tue, Nov 3, the moment the job is ready, and is due Wed, Nov 18.
The link opens VR-1187 and nothing else, and works until it's paid or voided, so a forwarded email shows one bill. A change to an agreement starts at the next boundary; consolidated invoices cut off at local midnight. Customers on EDI get it as a 210 (/edi).
The invoice at 1:15 PM
VR-1187Issued · Emailed
Same-day van · M8R-4TXC$230.53
Open$230.53
Emailed · due Nov 18
Maya pays
Maya pays from the link, with her own bank.
Maya Chen opens the link on her phone. She's signed in, so her own Checking ••2087 is ready: she added it Oct 6 and confirmed it once with a one-cent deposit and its code. She agrees to one debit and pays.
The link · signed in as Maya Chen
Valley Route Co. · VR-1187$230.53Due Nov 18 · in 15 days
Pay with
Checking ••2087Yours · last used Oct 27Ready
New card
New bank account
I authorize Valley Route Co. to debit $230.53 from Checking ••2087, one time.
Pay $230.53
Then · 2:06 PMPayment on its way$230.53 from Checking ••20871–3 business days. The bill shows it as clearing, and there's nothing else to do.
Expected Wed, Nov 4 – Fri, Nov 6
With a card, it says Payment received at once, when you take cards. Pay it yourself below.
The invoice at 2:06 PM
VR-1187On its way
Same-day van · M8R-4TXC$230.53
Open$230.53
Checking ••2087 · on its way
Received and applied
The money arrives and pays VR-1187 in full.
On Thursday, Nov 5, the money arrives. It becomes a receipt, applied to VR-1187, and the invoice is paid in full. Paid is worked out from what's applied, never typed, and a payment still on its way isn't a receipt yet.
Collections · Harlan Produce, moment by moment
When
Waiting
Issued
Processing
12:45 PMReady at 1:15 PM, 30 min after delivery
$230.53
–
–
1:15 PMCurrent · due Nov 18
–
$230.53
–
2:06 PMOn its way · Checking ••2087
–
$230.53
$230.53
Thu, Nov 5Paid Nov 5 · Checking ••2087 · Maya Chen
–
–
–
Delivery to invoice 30 minInvoice to paid 2 days
That's this job's own timing. Collections reports both over the last 30 days, beside work waiting and why, balances by customer with aging, money still processing and emails to retry.
The invoice at Thu, Nov 5
VR-1187Paid
Same-day van · M8R-4TXC$230.53
Open$0.00
Paid in full
In QuickBooks
In QuickBooks, with the same number.
With “We invoice from Wildflower” on, VR-1187 went to QuickBooks when it was issued, with the same number, dates, customer and line. The payment follows, applied to VR-1187 and deposited to a Wildflower Payments balance account there.
QuickBooks · Harlan Produce
Nov 3, 1:15 PMInvoice VR-1187 · $230.53Same number, dates, customer and line
Nov 5Payment · $230.53 applied to VR-1187Deposited to Wildflower Payments balance
With itProcessing feeAn expense, at Wildflower's published rates
Voids and corrections follow. If someone changes the invoice in QuickBooks, Wildflower shows the change and leaves it there.
The invoice at Thu, Nov 5
VR-1187In QuickBooks
Same-day van · M8R-4TXC$230.53
Open$0.00
Invoice and payment in your books
Maya pays VR-1187
She pays from the link. You see who paid and how.
Harlan's people pay by card or verified bank account, from the invoice's link, no sign-in needed, or from Billing in their portal. Try Maya's side.
Maya's bank is hers. Signed in, she pays with it in one step, with no code.
A colleague at Harlan sees “Checking ••2087 · Maya C.” and asks her to approve $230.53. She approves this payment, or lets them use it until she stops it.
On a public link, a code goes to Maya for that one payment.
A new bank account is confirmed once, with a one-cent deposit and its code, before it's ever debited.
VR-1187 reached Harlan's billing email at 1:15 PM with its PDF and a link to pay, and Maya Chen opens it on her phone.
Same-day van · M8R-4TXCModesto → San Francisco · Nov 3$230.53
Total$230.53
Issued
Tue, Nov 3 · Net 15
Reference
PO 5531
Due
Wed, Nov 18
Open
$230.53
Activity
Emailed to HarlanPDF and pay link · 1:15 PM
Issued · per-job agreementVR-1187 · 1:15 PM
Ready to invoiceEvery requirement in · 1:15 PM
DeliveredCorbett Grocers · 12:45 PM
2:04●●●● 5G ▮
Inbox
VR
Valley Route Co.To Harlan's billing email · 1:15 PM
Invoice VR-1187
Harlan Produce · PO 5531
$230.53
Due Wed, Nov 18 · Net 15Same-day van · M8R-4TXCModesto → San Francisco · delivered Nov 3
Opens this invoice only
VR-1187 · PDFAttached
Your office, on the webMaya's phoneTry it
Who sees what
Your officeWhy work is waiting, the invoice and its emails, Collections, each payment's method and payer, and QuickBooks' status. Not the customer's saved banks or cards.
Harlan's peopleThe invoice total, its line and PO, the delivery proof, and Billing in their portal. Maya's bank is hers: a colleague asks her before using it.
Your driversNothing about the invoice. Ana delivers and collects the signature; she sees her pay as an amount, never how it was worked out.
Yours to change
Set the rules once. Each customer keeps its own agreement.
Sample · M8R-4TXC, billed per job
Delay after delivery
Delivered 12:45 PM + 30 minTue, Nov 3 · 1:15 PMReady, issued and emailedDue Wed, Nov 18
Any number of minutes, up to a year after the actual delivery.
When work is ready
Always required
Delivered and a final price
Required information
Stop arrivals and departures, PO, proof of delivery, billing email or address
Delay after delivery
30 min here, from none to a year
Staff approval
Off
Automatic invoicing
Starts paused; an owner turns it on
Sending it
Email invoices
With the PDF and a link; off until you turn it on
Payment summary emails
Daily at 9:00 AM, every two days or weekly; off until you turn them on
Numbering
VR- and the next number, 1187
Default terms
Net 15, unless the customer has its own
Each customer
Billing agreement
Per job, daily, weekly, every two weeks or monthly
Terms and currency
The customer's own, else yours
Part payments
Off for Harlan; each invoice is paid in full
Card or bank
Cards when you take them; banks verified once
What comes with it
From the delivery to the books.
CollectionsWork waiting and why, work ready and the next runs, balances by customer with aging, money still processing and emails to retry.
Your phone sends it tooA job's Invoice card shows where it stands, with Send invoice, Resend invoice and Copy payment link.
The portal's BillingHarlan's people with Invoices or Payments see balances, invoices, unbilled work, receipts, payments and a statement, and pay on the web.
A balance linkBesides each invoice's own link, one link covers everything open for 30 days: tick what to pay, up to 100 at a time.
Payment summary emailsDaily, every two days or weekly, each with a private link to pay what's new and unpaid.
Offline paymentsRecord checks, cash and transfers against invoices, with or without the Payments plan.
Card refundsPeople you allow can refund a card payment; the invoice reopens by the amount refunded.
CorrectionsAn issued invoice stays as it was sent. A correction voids it and issues a new one, and QuickBooks follows.
9:30●●●● 5G ▮
M8R-4TXC
Delivered Nov 3 · Harlan Produce
Proof
Stop 2 · signed by Corbett Grocers receiving · 2 photos · left 12:45 PM
Invoice
PaidVR-1187
$0.00
open · $230.53 paid in fullEmailed to Harlan's billing email · Nov 3, 1:15 PM
Copy receipt linkOpen invoice
Your phone · M8R-4TXC's Invoice card on Nov 5
Money and fees
Valley Route pays the processing fee at Wildflower's published rates, out of what it receives. Harlan pays the invoice's amount. Taking payments online is part of the Payments plan; invoices, their emails and offline receipts work without it.
