Billing

Overview

Every shipment in Deprixa Plus generates an invoice automatically. The Billing module is where you manage, view, export, and collect payment for those invoices. There is a one-to-one relationship between a shipment and its invoice — one shipment, one invoice.

From the Billing list you can view all invoices across all shipments, filter by payment status, date, or branch, export PDFs in bulk, send invoices directly to clients, and record payments when they arrive.

Detail	Value
Access path	Main menu → Billing
Required permission	settings.billing.view
Invoice model	One invoice per shipment, auto-generated at shipment creation
Invoice detail URL	/invoices/{shipment}

The Billing List

The billing list at /billing shows every invoice in the system for your accessible branches. Each row represents one shipment-invoice pair.

Columns

Column	Description
Tracking #	The shipment's tracking number. Click to open the shipment detail.
Client Name	The customer associated with this shipment (sender or receiver, per your configuration)
Service	The service type used for this shipment
Total Amount	The invoiced amount including taxes
Payment Status	Color-coded badge: Unpaid, Partially Paid, Paid, Void
Invoice Date	Date the shipment (and invoice) was created
Actions	View invoice, Mark as Paid, Send, Download PDF

Filters Available

• Date range — filter by invoice creation date
• Payment status — All, Unpaid, Partially Paid, Paid, Void
• Branch — filter to a specific branch (Admins only; Managers see their branch by default)

Bulk Actions

Select multiple invoices using the row checkboxes, then use the bulk action bar to:

• Export PDF — downloads a ZIP file containing one PDF per selected invoice
• Mark as Paid — bulk-marks selected invoices as paid (same payment date and method applied to all)

Invoice States

Each invoice has a payment status that reflects the collection state. The status is updated automatically when payments are recorded or manually when you void an invoice.

Status	Meaning	Color Indicator
Unpaid	Invoice has been issued (shipment created) but no payment has been recorded yet	Red badge
Partially Paid	At least one payment has been recorded but the total recorded is less than the invoice total	Orange badge
Paid	The recorded payments equal or exceed the invoice total. The invoice is considered settled.	Green badge
Void	The invoice has been cancelled. Typically used when a shipment is cancelled or created in error. Void invoices are excluded from financial totals.	Gray badge

Invoice Detail Page

Clicking on any invoice opens the full invoice detail view at /invoices/{shipment}. This page shows the invoice exactly as it would appear to the client, plus payment management controls for staff.

Invoice Contents

• Company header — your company logo, name, address, and contact details (from Settings → Company Profile)
• Client information — billing name, address, and contact from the customer record
• Invoice number — auto-generated sequential number
• Invoice date and due date (if applicable)
• Shipment details — tracking number, service type, origin, destination, weight
• Line items — service fee, additional surcharges (if any)
• Subtotal, tax amount, and total
• Payment status — current status badge and recorded payment history
• QR code — if configured, links to the online payment page

Staff Controls on the Invoice Detail Page

• Mark as Paid — opens payment recording form
• Send — opens the send dialog (email, WhatsApp, SMS)
• Download PDF — downloads the invoice as a formatted PDF
• Void Invoice — marks the invoice as void (requires confirmation)

Marking an Invoice as Paid

When a client pays for their shipment, you record the payment in the system to update the invoice status and keep your financial records accurate.

Recording a Payment

1. Open the invoice from the billing list or the shipment detail page
2. Click Mark as Paid
3. Fill in the payment details:
   • Payment Date — date the payment was received
   • Payment Method — Cash, Bank Transfer, Card, Check, or other
   • Reference Number — bank transaction ID, check number, or other reference (optional)
   • Amount — defaults to the full outstanding balance; change for partial payments
   • Notes — any internal notes about this payment
4. Click Save Payment

After recording:

• If the payment equals or exceeds the invoice total → status changes to Paid
• If the payment is less than the invoice total → status changes to Partially Paid
• The payment record appears in the invoice's payment history section

Multiple payments can be recorded against a single invoice (for partial payment scenarios). Each payment record includes the date, method, amount, and recording user.

Sending the Invoice to Clients

Deprixa Plus supports three channels for delivering invoices to clients. Choose the channel based on your client's preference and your integration configuration.

How to Send

1. Open the invoice detail page or use the Actions button in the billing list row
2. Click Send
3. Select your preferred channel (Email, WhatsApp, or SMS)
4. Verify the destination (email address or phone number shown)
5. Add an optional message or note (email and WhatsApp only)
6. Click Send Invoice

PDF Export

Invoice PDFs are generated server-side using DomPDF and include your full company branding. PDFs look identical to the on-screen invoice view.

Single Invoice PDF

From the invoice detail page, click Download PDF. The PDF is generated immediately and downloads to your browser. The PDF filename includes the invoice number and client name for easy filing.

Bulk PDF Export

From the billing list:

1. Apply any desired filters (e.g., date range, unpaid only)
2. Select the invoices you want to export (or use "Select All" for the full filtered set)
3. Click Export PDF in the bulk action bar
4. The system generates individual PDFs and packages them into a ZIP file
5. The ZIP file downloads to your browser when ready

For large exports (50+ invoices), generation runs in the background and a notification appears in the top bar when the download is ready.

PDF Contents

• Company logo, name, address, and tax ID
• Client billing information
• Invoice number, date, and due date
• Shipment details and line items
• Subtotal, tax breakdown, and total
• Payment status as of generation time
• QR code for online payment (if configured)
• Footer with company contact details

Tax Configuration

Tax rates applied to invoices are configured at the organization level in Settings → Company Profile → Tax Settings. The configured tax rate is applied automatically to every shipment invoice.

Available tax configuration options:

• Tax Rate (%) — the percentage applied to the service fee
• Tax Label — the name shown on invoices (e.g., "VAT", "IVA", "GST")
• Tax Inclusion — whether prices are entered as tax-inclusive or tax-exclusive
• Tax ID — your company's tax registration number printed on invoices

If you operate in a tax-exempt context, set the tax rate to 0%. The tax line will still appear on invoices but will show $0.00 or can be hidden via the invoice template settings.

Online Payment (Payment Link)

When an online payment provider is integrated (such as Stripe), clients can pay their invoice directly via a secure payment link. The payment endpoint is:

/shipments/{shipment}/payment/success

When a client completes payment through the payment gateway, this endpoint is called automatically and the invoice status is updated to Paid without any manual staff action required. A payment confirmation email is sent to the client, and a notification is sent to your billing staff.

Payment gateway integration is configured in Settings → Billing. Contact your system administrator or refer to the payment provider's documentation for integration setup details.

Billing and Financial Reports

For a financial overview of your billing performance, go to Reports → Financial. The financial report shows:

• Total billed — total invoice value for the selected period
• Total collected — sum of all recorded payments in the period
• Outstanding balance — total unpaid and partially paid invoice amounts
• Top clients by revenue — the 5 clients generating the most billing volume
• Payment status distribution — breakdown of paid vs. unpaid invoices as a donut chart

See the Reports module documentation for full details on the financial report.

Billing Permissions

Action	Permission Required	Default Roles
View billing list	settings.billing.view	Super Admin, Admin, Manager, Accountant
View invoice detail	settings.billing.view	Super Admin, Admin, Manager, Accountant
Mark invoice as paid	settings.billing.view	Super Admin, Admin, Manager, Accountant
Send invoice via email	settings.billing.view	Super Admin, Admin, Manager, Accountant
Send invoice via WhatsApp	settings.billing.view	Super Admin, Admin, Manager, Accountant
Send invoice via SMS	settings.billing.view	Super Admin, Admin, Manager, Accountant
Download single PDF	settings.billing.view	Super Admin, Admin, Manager, Accountant
Bulk export PDFs	settings.billing.view	Super Admin, Admin, Manager, Accountant
Void an invoice	settings.billing.view	Super Admin, Admin

The Dispatcher and Courier roles do not have access to the billing module. The Dispatcher can see the shipment total on the shipment detail page, but cannot access invoice management functions. The Customer role can view their own invoices through their client portal but cannot perform any billing actions.

Tips for Power Users

• Filter unpaid invoices first thing Monday morning: Start each week by filtering the billing list to Unpaid and sorting by date ascending. Oldest unpaid invoices need follow-up first. Send a WhatsApp or email reminder directly from the action button.
• Bulk export PDFs for monthly statement runs: At month end, filter by the previous month's date range, select all, and export a ZIP of all PDFs. This is your monthly billing archive and can be sent to accounting for reconciliation.
• Use the WhatsApp send for mobile-first clients: In markets where clients prefer WhatsApp over email, always use the WhatsApp send option. Response and payment rates are typically higher when clients receive a WhatsApp message.
• Always record the payment method and reference: When marking invoices as paid, enter the payment method and reference number (bank transaction ID, check number, etc.). This makes reconciliation and dispute resolution much easier when a client disputes a payment later.
• Partial payments for COD collections: If a courier collects partial COD payments, record them as partial payments immediately. This keeps your outstanding balance accurate and flags the remaining amount for follow-up.
• Check the Financial Report weekly: Go to Reports → Financial once a week to see your collection rate. A low collection rate (collected vs. billed) is an early warning sign that needs action before the outstanding amount grows too large.