Invoice Automation: Automatically Generating Your Invoices

Road XS provides the capability to automatically send invoices to drivers, passengers, and clients (payment sources).

Our automated invoicing functions allow for the automation of workflows, such as collecting driver fees on a monthly basis or collecting passenger fees. You can also generate invoices for your clients.

To configure automated invoicing:

1) Navigate to the Main Menu

2) Select Settings

3) Choose Invoice Automation

4) Enter a title to display as the invoice title

5) Select whether for Source, Passenger, or Driver

6) Specify the service areas included

7) Set the recurrence frequency

8) Define the start date of the recurrence (e.g., from the 1st of the month)

9) Set the due date after the invoice – e.g., enter 30 for 30 days

10) Choose whether to include mileage or only admin fees

11) Specify how to group the journeys

12) Finally, set whether the automation is active

Remember to save your changes by clicking ‘Save Changes’ when finished.

Example Scenario

Here’s an example scenario where we want:

An invoice to be sent to a driver once a month for their admin fees To display journeys per passenger To be due 30 days from creation To be sent out on the first day of each month To only include admin fees and not mileage Not to include DHP and NHS services

To achieve this, you should:

1) Set a title such as Driver Admin Fees Collection

2) Choose For Driver

3) Select ‘For All’ if all drivers, or choose specific drivers

4) Opt not to include NHS and DHP

5) Set the recurrence to every month

6) Start from the 1st of October 2018

7) Set the due date to be 30 days after

8) Leave the option to include mileage unticked

9) Mark the option to include the admin fee as ticked

10) Group by passenger

11) Mark the status as active

12) Click ‘Save Changes’ to preserve the automation

This scenario will result in each driver receiving a single invoice per month, eliminating the need to collect fees for every individual journey. It will invoice for all journeys covered by this driver in that month except those completed within the NHS and DHP.

For example, if you have an admin fee of £3 per journey, and it is the month of September, an invoice would be automatically raised on the 1st of September and would be due 30 days later for all the journeys completed in August. If 10 journeys were completed in August, an invoice would automatically be raised for £30 on the driver's account, and they would receive an invoice via email with a PDF version attached as well.