For a lot of transport companies, invoicing happens well after the work is done. Sometimes days, sometimes weeks later. Often because the job details, paperwork, and proof of delivery are scattered across systems, inboxes, and clipboards. It’s slow, it causes mistakes, and it holds up cashflow.

Same-day billing fixes that. It’s not a complicated concept. The job gets done, you send the invoice. But in practice, most businesses just aren’t set up to work that way… especially if their planning, dispatch, and invoicing are handled separately.

Stratum makes same-day billing possible because the job record, the POD, and the invoice are all part of the same system. Everything’s connected. No more retyping data or chasing down paperwork. Just get the job finished, check the details, and send the invoice.

This guide will walk you through the steps to implement same day billing and the tools that can help you achieve it.

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Step 1: Capture the POD and Close the Loop

Once the delivery is completed, drivers can return the proof of delivery using Stratum’s mobile tools. Whether it’s a photo, scan, or digital sign-on-glass, the POD is instantly attached to the job record. That means no more waiting on drivers to come back with dockets or chasing emails. Everything is already connected and ready to go.

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Step 2: Automate Invoice Generation

After reviewing the job and confirming that everything looks correct, including the POD and any notes or documents, the job is approved for invoicing. This approval step gives you confidence in the data without slowing the process down.

Stratum then builds the invoice automatically. All charges, customer references, rate details, VAT, and surcharges are pulled directly from the job record. The result is a clean, accurate invoice created without any retyping or cross-checking spreadsheets.

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Step 3: Integrate with Your Accounts System

To streamline the billing process, integrate your TMS with your accounts system. This integration allows for seamless data transfer and real-time synchronization of financial information. When an invoice is generated in the TMS, it can be automatically exported to your accounts system for further processing.

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Final Thoughts

Same-day billing gives your business the ability to move faster, operate more accurately, and stay in control of your revenue. With Stratum, the entire workflow, from order to invoice, is centralised in one system. That means fewer delays, stronger documentation, and better financial reporting.

If you’re still invoicing jobs days or weeks after completion, or spending your weekends playing catch-up… it’s time to rethink your process. Stratum TMS and our accounting integrations are built to help you move to real-time billing by removing complexity, a system to make things simpler, not more complicated.

Ready to make invoicing faster and easier?

Contact us or explore our accounts integrations.

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