The invoice arrives with the costs already on it.
Invoicing is where a transport company finds out whether the month worked. It usually happens two weeks late, in a different system, from numbers that were retyped out of the dispatch sheet. It should be the last click on the order, not a second job.
Cross-border VAT, decided by the invoice rather than by memory.
A Romanian carrier invoicing a Romanian customer charges Romanian VAT. The same carrier invoicing a German forwarder issues a zero-rated invoice under the intra-EU reverse charge. Getting that wrong in either direction is expensive, and it is the kind of thing that gets decided at eleven at night by whoever is doing the invoice run. VIGILFleet decides it from the two countries on the document.
- Domestic rate applied when the carrier and the customer are in the same country
- 0% reverse charge applied across an EU border
- Rates kept current per member state, and the arithmetic unit-tested
- An amber warning on the invoice when a customer record has no usable country
Two countries, one decision.
The whole rule is a comparison and two outcomes. Neither branch is the exception, which is worth saying plainly: treating reverse charge as the special case is exactly how a domestic invoice ends up zero-rated.
One page for the whole pipeline.
Completed orders waiting to be invoiced and invoices already raised live on the same table, filtered by where they are: ready to invoice, ready to send, sent, paid. Accounting works down one screen instead of reconciling a dispatch export against an accounting package.
- Status chips from ready-to-invoice through to paid, with bulk mark sent and paid
- Customer and price editable until the invoice is sent, with VAT recomputed and the PDF regenerated
- The invoice emailed with its PDF and the CMR attached
- An audit trail per invoice, and an ageing report at current, 1-30, 31-60, 61-90 and 90+ days
The costs are already attached by the time you invoice.
Fuel and toll transactions sync daily and match themselves to the order that burned them, so the margin on a job is known at the moment it is invoiced rather than at the end of the quarter. The per-truck view turns that into revenue, fuel, tolls, driver cost and margin per vehicle.
Questions people actually ask.
- How is the VAT rate chosen?
- From the carrier's country and the customer's country. Same country, the domestic standard rate applies. Different EU countries, the invoice is issued at 0% under the intra-EU reverse charge. If the customer record has no usable country the invoice shows a warning rather than guessing.
- Can we change the price after the invoice exists?
- Until it is sent, yes. Editing the customer or the price recomputes the VAT and regenerates the PDF. After it is sent the invoice is fixed and the change is recorded in its history.
- Does it send the invoice to the customer?
- Yes, with the PDF and the CMR attached, from your own address.
- Does this replace our accounting software?
- No. It replaces the retyping between dispatch and accounting. You still keep your books where you keep them.
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Invoice the week it was delivered.
Book a call and we will run one of your finished orders through to a PDF, with the VAT the way your accountant would want it.