Invoicing & billing

From a quote, to a shipment, to a paid invoice — plus how driver allowances and advances get tracked.

Quotes become shipments

Create a quote with Select customer, pickup/delivery address, cargo description, Amount, and an expiry date, then move it from Draft to Send. Once the customer Accepts, Haulstats creates the real shipment for you automatically, carrying over the rate and addresses — the quote and shipment stay linked both ways. See Dispatch & shipments for what happens next.

Generating an invoice

There's no standalone "create invoice" form — the Invoices page only lists and manages ones that already exist.

1. Open the shipment's Documents tab.
2. Click Generate invoice. In this app, generating the invoice issending it — there's no separate send step, and it's safe to click again later (it just returns the existing PDF).
3. The due date is set to today plus the customer's payment terms (30 days by default).

A shipment with no rate set can't generate an invoice — you'll get a clear error instead of a silent $0 invoice, so set the Agreed rate on the shipment first.

Recording payments

On the Invoices page, use Record payment (capped at the remaining balance) as money comes in. Cancelis only available while nothing has been paid yet and the invoice isn't already cancelled.

Driver allowances, advances, and expense payback

The Driver balancespage shows a net balance per driver — green means you owe them, red means they owe you back (a cash advance that outpaced what they've earned back, for example).

1. Under Issue a payment, pick the driver, a category (Driver allowance or Cash advance), the amount, and any notes, then submit with Create payment.
2. Once you've actually sent the money, come back and attach a transfer proof while it's still awaiting the driver's confirmation.

Confirmation runs both ways: payroll payments (allowance/advance) need the driver to confirm them, while expenses the driver logs (tolls, parking, etc.) need you to confirm them before they count.

Your own subscription

Starter starts as a 30-day free trial with no card required. Growth and Fleet require a card upfront, entered directly on the Billing page — no redirect to a separate checkout site.

Once subscribed, Manage billing (or Add payment methodif none is on file yet) opens Stripe's customer portal, and Cancel subscriptionjumps straight to the portal's cancellation flow instead of its home page. If a payment fails, you'll see a Fix billing banner; if your trial ends without a plan, the whole team is blocked until you subscribe.