Job Invoices vs Non-Job Invoices

Invoices in Fr8Labs are divided into two categories:

• Shipment-related invoices – created from Jobs (Shipments) in the Freight Management System (FMS). Generally, Operations teams prepares these invoices, and Accounting teams posts them to the General Ledger.

• Non-shipment invoices – created directly in the Accounting Module by Accounting teams (e.g., rental, utilities, ad-hoc charges).

This design ensures all customer and vendor charges tied to shipments are traceable back to Job P&L, while still allowing flexibility for non-operational expenses.

Creating an Invoice

Creating Job (Shipment) Invoices

It is best to create Shipment invoices in the Accounting Tab inside a Job.

• Customer Invoices (Sales Invoices)

  • Navigate to the Job → Accounting Tab.

  • Add charges from the Job Estimation to ensure consistency.

  • Save the invoice. Operations can Submit the invoice, but only Accounting can Post it.

  • Posting pushes the invoice into the Accounting Module and General Ledger.

• Vendor Invoices (Purchase Invoices)

  • Record vendor charges (carrier, co-loader, customs broker).

  • Link the invoice back to the Job for profitability tracking.

Job Details - Accounting Tab with Invoice Draft

Vendor Invoice Form

Creating Non-Shipment Invoices

Use this option for overheads or ad-hoc costs not tied to a Job.

• Go to Accounting Module → Sales Invoice or Purchase Invoice → + New.

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• The system will prompt you to check if you are creating a Non Shipment Related Invoice. Select Yes for Non Shipment Invoices.

• Fill in all relevant details, customer/vendor details, items, pricing.

• For each line item, define:

  • Income account (Sales Invoice) or Expense account (Purchase Invoice).

  • Receivable/Payable account at invoice level.

  • Accounting dimensions (if tracking by branch, cost center, or business unit).

Invoice Copying

While creating invoices, you may want to copy and paste from soft copies of invoices. Or you may have an existing invoice that you want to copy. One great things about Fr8labs is that our data tables are like excel tables, you can copy and paste from / to any of the data tables.

Here is a video showing the copy and pasting process.

https://www.loom.com/share/57f81329392c4c09bbc4573cf227fdb0?sid=225300c1-7eb6-43c2-9be2-47b8d454d994

Invoice Actions

• Submit – Marks the invoice as finalised by Operations.

• Post – Records the invoice in the General Ledger. Only Accounting can post.

• Mass Submit/Post – From the invoice list, filter invoices by status and bulk submit/post.

Accounting Document List - Show Bulk Action

Invoice Status

Fr8Labs invoices have two different statuses:

• Fr8Labs Submission Status (Ops → Finance handover)

  • Draft → invoice created but not yet submitted.

  • Submitted → locked; visible to Finance to proceed.

  • (Posting from Ops is disabled to avoid bypassing Finance).

• Accounting Status (Finance side)

  • Draft → editable, not yet affecting ledger.

  • Submitted → ready for Finance review.

  • Posted → confirmed, journal entries created in ledger.

  • Unpaid / Paid / Overdue → payment tracking.

Cancelled / Returned → special reversal cases.

Key Points to Remember

• Draft invoices do not hit the ledger. Only posted invoices affect financial reports.

• Shipment invoices should always be linked to a Job for accurate P&L.

• Filters and custom views in invoice lists can save time for recurring checks (e.g., “August invoices,” “Unpaid invoices”).

Documentation owner: Fr8Labs Customer Success. Text reviewed: 21 September 2026.