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.
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.
Invoice lifecycle
Create an invoice for a portal client
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.
Track payment status
Update payment status from the invoice detail page:- Open the invoice from Operations > Accounting or from the trip detail page.
- Click Record Payment and enter the payment date, amount, and method.
- The portal automatically updates to show the Paid status.
Related
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.