🧰 Users must have Admin or SuperAdmin roles to update configuration settings.
Each customer that should be auto-invoiced must use Separate invoice per order as invoicing preference.
For background on invoicing preferences, see INVOICES - Auto-assign Invoice Groups to Orders and Invoicing Preferences
Use Cases
A carrier that bills one order at a time wants every completed order invoiced immediately, without a daily manual invoicing round.
A finance team wants draft invoices generated automatically on completion so they can be reviewed before being finalised.
Enabling auto-creation for the tenant
In order to auto-create an invoice once an order reaches Ready to invoice status, some configuration is needed. If invoices for most customers need to be auto-created, you can set that up at the tenant level.
🧰 The invoice setting for ‘Default Invoice date’ and ‘Default action’ moved from Configuration > Organisation settings > Finance & company configuration onto Configuration > Tasks > Invoices.
Navigate to CONFIGURATION > Tasks.
Click the Invoices section.
Select on Create Invoice task.
Set the Default action to either ‘Create Invoice’ (for a finalised invoice) or ‘Create draft invoice’ (for a draft to be reviewed).
Select ‘Separate invoice per order’ for the Invoice preferences.
Enable the Auto Create Invoice toggle.
Note: This option is only available when the invoice preferences is set to ‘Separate invoice per order’.Save your configuration.
‼️ For companies with no accounting integration, the recommended default setting is Create draft invoice.
Using Create invoice, with no accounting integration may impact creating the invoice, and affect how generate invoice errors are displayed.
Override the setting per customer
It is also possible to configure Qargo to auto-create invoices per customer. This is especially useful when you have the small number of customers that you need this function for, without setting this up at a tenant level.
Open COMPANIES > Customers.
Click a relevant customer.
Scroll down to Tasks section.
Click Create Invoice > Create invoice (auto-complete) .
Set the Invoice preferences to ‘Separate invoice per order’.
Set the default action to either ‘Create invoice’ or ‘Create draft invoice’.
Enable the ‘Auto create invoice when order is ready to invoice’
Save the customer configuration.
If the Invoice preferences setting is left on the default, the customer follows the tenant setting; set explicitly to ‘Separate invoice per order’, the customer overrides the tenant regardless of what the tenant is later changed to. For the Default action, if left empty, the customer follows the tenant setting.
Tenant level default setting
Customer level setting
Workflow
Once configured, you can follow these steps to see automated invoice creation in action.
Go to Order.
Move a relevant order to the ‘Ready to invoice’ status. The system will detect this change.
If the default invoice preferences is set to “Separate invoice per order”, the system automatically creates either a draft invoice or a final invoice and links it to the order.
The order automatically moves from the ‘Orders to Invoice’ page to the ‘Invoices’ page.
Click the relevant (Draft) invoice to see the details.
Note
Grouped invoicing (per billing cycle, per reference, per purchase order, or a fixed number of orders per invoice) and delayed invoicing (a number of days later, or only once a POD is attached) are not included.
A single order can still produce more than one invoice. Charges are grouped by invoicing group code, customer, billing entity and currency.
Troubleshooting
Issue | Resolution |
Turning the tenant toggle on has no visible effect. | Confirm each customer that should be auto-invoiced uses Separate invoice per order. Consolidate all is the default for new and existing customers and is not covered in this version. |
No invoice appears after the Ready to invoice task completes, and no error is shown. | Check that the billing entity has an active accounting integration, or switch Default action to Create draft invoice. |