Finance
Pay for the trips that actually ran, at the rate you agreed.
Finance or the commercial team. You own rate cards, invoices and reconciliation.
Try this role now
Sign in with the demo account and start at Invoices.
A 3-minute guided tour offers itself when you arrive, and highlights each screen as it explains it. You can replay it any time from your account menu.
What you are responsible for
- Maintain vendor rate cards
- Generate invoices from completed trips
- Reconcile the vendor's claim against system records
- Approve, export and record payment
- Review cost per trip and per passenger
How to do it
3 workflows, in the order you will meet them.
1. Set up a rate card
At contract start, and whenever rates change.
- Go to Rate Cards → Add rate card.
- Choose the vendor, and optionally narrow it to a vehicle type and site. Leave those blank to apply broadly.
- Pick the pricing model: fixed per trip, per kilometre, per occupied seat, or a distance slab with a per-km rate beyond it.
- Set the night surcharge, tax and the effective dates.
The most specific matching card wins — vehicle type and site beat a general card. Without an active card, generated lines price at zero.
2. Run the billing cycle
At the end of each billing period.
- Go to Invoices → Generate invoice.
- Choose the vendor and period, then Preview eligible trips to see exactly what will be billed.
- Generate. Every completed, billable trip not already invoiced is priced from the active rate card.
- As the vendor's claim arrives, record their amount per line.
- Any line that differs from the system figure moves into Reconciliation.
- Resolve each one — accept the system figure, or accept the vendor's, which records an adjustment against your name.
- Approve the invoice. Approval is blocked while any line is still in dispute.
- Export to finance. Record the payment when it is made.
3. Review cost and vendor performance
Monthly, before renewing or renegotiating.
- Open Reports for cost per trip, cost per passenger and spend by vendor over the period.
- Open Vendor Scorecard for on-time performance against each vendor's contracted target, plus cancellations, no-shows, incidents and compliance failures.
- Export either to CSV for your own analysis.
What this role can and cannot do
Enforced on the server, not just hidden in the interface.