A standalone Sales invoice is an invoice that is not linked to any orders in the system. It allows you to:
Manually add charges to create an invoice, without connecting it to a specific order.
Create invoices for non-transport related items, ie: storage, rental fees or other services.
Standalone invoices can be useful when you need to bill for services or charges that aren't tied directly to specific transportation orders. These invoices will need to be created manually, with charges added and the invoice generated manually.
Create a Standalone Invoice.
Navigate to INVOICES menu and select 'Invoices' submenu.
Click 'Create Invoice'
General Info: Select the Billing Customer and complete any further information for the invoice (invoice date, currency, etc).
Click SAVE
The invoice will be created as a 0 value DRAFT INVOICE, with a unique invoice number.
General Info will include Invoice date (default is current date) and Customer Payment Terms. Click on the row to update the details if required.
Under Invoice Lines, click 'Add Charges'.
There are 2 options:
Add charge from order: This will display charges used on other orders for the same customer
Add standalone charge: This will display standard charges that have been configured in Order Input.
Select the appropriate charge option and enter the charge to be invoiced.
Use the pencil icon to edit charges that have been added. Clicking the pencil on the charge line will open the charges screen where details can be updated.
Clicking the pencil icon on the VAT line, will open a new menu to select the appropriate method of calculating the VAT (by charge line / by total charges).
Once all the charges have been added, and the details have been validated, the DRAFT invoice can be updated to a full invoice.
Click 'Generate pdf' to move the draft to an invoice, with a unique invoice number.
Once the invoice has been generated it can be processed in the same way as other invoices (Send invoice / Post Invoice).
Create sales invoice via Integration (api)
💬 Requires active integration.
Please contact Qargo Account Manager or Support to request this feature.
Qargo can now support standalone sales invoices and sales credit notes from external systems, allowing integration partners to push invoicing data directly into Qargo.
Why it helps
Warehouse Management Systems (e.g., Coglas WMS) can push warehouse charges directly to Qargo for invoicing
External systems can create invoices for services rendered outside of Qargo’s core TMS functionality
Reduces manual data entry and improves accuracy of invoicing data
Enables faster billing cycles for customers with multiple integrated systems
Limitations
Only standalone charges are supported (no charges linked to orders or trips)
Invoices are created with an INVOICED status only
Exchange rate functionality is not included
For more details on how to process invoices, click the link below.