How to manage invoices

When you log in to Koho, at the top bar you will see a menu item of “Invoices”. Clicking this will take you to a table containing all invoices for your shipments. This invoice table is a list of all your shipment invoices, ordered by newest to oldest invoice. You can apply filters to find a specific invoice. You can also use the search to find a specific invoice. Clicking the invoice number will take you to the invoice. Clicking the shipment ID will take you to the shipment details page.

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01. Invoices List

In your invoices section, you can filter by a range of statuses and dates, and export your data.

1-A. Filter by status: Draft, Credit Account, Outstanding, Paid, Partially Paid, Past Due, Dispute, Void, Active Adbills.

• ‍Outstanding: When an invoice is first issued, it will be in the outstanding invoice. Meaning that the invoice balance is currently not paid but it has not reached its due date.

• Partially Paid: This means that the invoice has not been fully paid - that only a partial amount of the full payment has been made. The balance amount will reflect the remaining balance.

• Past Due: This means that the invoice full amount has not been paid and that it is past its due date. If you have any invoices in a past due status, Koho will not be able to book any more shipments until they have been paid.

• Dispute: This is the status an invoice is in when there is an active dispute with the carrier that Koho is conducting on your behalf. While in the dispute status an invoice will not be considered past due.

• Void: This means that the invoice is voided and no longer outstanding.

• Active Adbills: This means that the invoice has an additional charge. The most common issues stem from incorrect shipment information. One example is from Carriers re-weighing the freight and charging based on the discrepancy or if the customer needs a liftgate but one was not selected when booking the shipment.

‍1-B. Filter by Shipment Date: Date Issued, or Due Date.

‍1-C. Filter by Date Range.

‍1-D. Export your data.

02. View an invoice

Click on an invoice you wish to view and/or pay. At the top of a shipment's invoice, you can see when the invoice was issued, it’s due date, total amount of the invoice, the remaining balance amount as well as the invoice amount status. Here you will also find the contact information for the "bill to" and "pay to" person(s) of that invoice. Below on the right, you will see the summary of your shipment charges with the total amount which is the invoice total. If an invoice note was added, you will see it displayed under the summary or charges. You will also be able to see the payment history for this invoice with the information of when a payment was made, the payment method used, the amount and if the payment was successful. On the left side is where you can find information about the shipment including a link to the shipment details as well as any important shipment documentation. This documents list is downloadable.

03. Paying an invoice

Koho recommends that you set up automatic payment for your invoices. Most credit levels require this for Koho to book your shipment. Though, there might be a time when you need to pay an invoice before it will be automatically paid or if you don’t have automatic payments turned on.

3. Click on "Pay Invoice" and complete the payment form.

• If you have saved payment methods then you can select one of those otherwise you can add a new credit card or add a new ACH to make the payment with.
• After clicking “Pay”, your payment will be processed and you will be returned to the invoice page. You now can see that the invoice status has changed to “Paid”, the balance now reflects the payment and the payment history shows this payment.