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This guide covers the client invoice experience in the customer portal and how your operations team creates and manages invoices that clients can access.
Who should read this: Operations managers, dispatchers, and accounting staff who handle client billing. Also useful for admins configuring invoice visibility in the portal.Prerequisites: The customer portal must be enabled with invoice viewing turned on.

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How clients see invoices

When invoice visibility is enabled in portal settings, clients can:
  • View a list of all invoices associated with their trips.
  • Open individual invoices to see line-item details.
  • Download invoice PDFs for their records.
  • See payment status (pending, paid, overdue) at a glance.
Clients cannot edit invoices, make payments through the portal, or dispute charges directly. Payment is handled through your existing billing processes.

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Invoice lifecycle

StageOperations ActionClient Portal View
Trip completedTrip status changes to Completed.No invoice visible yet.
Invoice createdStaff creates invoice from trip data.Invoice appears in client’s Invoices tab.
Invoice sentStaff marks invoice as sent.Client receives email notification.
Payment receivedStaff records payment.Status changes to Paid.
OverdueAuto-flagged after due date.Status shows Overdue in red.

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Create an invoice for a portal client

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Open the completed trip that needs invoicing from Operations > Trips.
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Generate the invoice
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On the trip detail page, click Create Invoice. The invoice form is pre-filled with:
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  • Trip route and dates
  • Cost estimate line items (fuel, landing fees, handling, crew, catering)
  • Client name and company from the trip record
    • 6
    Review and adjust
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    Verify each line item. Add or remove charges as needed. Common adjustments include:
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  • Actual fuel costs (vs. estimated)
  • Additional handling fees
  • Catering final charges
  • Overnight crew expenses
    • 9
    Save and publish
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    Click Save to create the invoice. To make it visible in the client’s portal, click Publish to Portal. The client receives an email notification that a new invoice is available.

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    Manage invoice visibility

    By default, published invoices are visible to the client associated with the trip. To control visibility:
    • Published invoices appear in the client’s portal.
    • Draft invoices are only visible to your internal team.
    • Archived invoices are hidden from the client’s active view but remain accessible if they search past invoices.

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    Track payment status

    Update payment status from the invoice detail page:
    1. Open the invoice from Operations > Accounting or from the trip detail page.
    2. Click Record Payment and enter the payment date, amount, and method.
    3. The portal automatically updates to show the Paid status.
    If you use an accounting integration (QuickBooks, Stripe), payment status can sync automatically. See Set Up Integrations for configuration details.

    Handle Accounting

    Full accounting workflow for operations.

    Manage Charter Requests

    Process trip requests that lead to invoicing.

    Set Up Integrations

    Connect accounting software for payment sync.
    Last modified on April 11, 2026