Reseller invoicing is an essential part of managing your business relationships with third-party vendors who sell your products or services. By generating and tracking reseller invoices, you ensure clear communication, accurate record-keeping, and timely payments, helping to maintain a smooth business workflow.
Follow these steps to create, send, and track invoices for your resellers.
Important Note
Before you begin, ensure that the reseller profile is configured with the Invoice + Manually Apply Payments payment method. For more details, see our guide on Setting Up Reseller Profiles.
How to Generate an Invoice
There are two ways to generate an invoice: through the Reseller Profile or the Invoice Portal. The Reseller Profile allows you to create an invoice for a specific reseller, while the Invoice Portal enables you to generate multiple invoices at once for various resellers.
Generate an invoice from the Reseller Profile
- Select More > Resellers from the toolbar
- Choose a reseller from the list
- Select Create Invoice
- Select either Date Created or Activity Date from the Date Type dropdown
- Choose a Date Range
- Enter an Invoice Due Date
- Select Generate to create the invoice
The generated invoice will then appear under the Invoices tab:
Important Note
If no trips are scheduled or created within the selected date range, an alert message will appear when selecting Create Invoice:
Generate an invoice from the Invoice Portal
- Select More > Invoices from the toolbar
- Select Create Invoices…
- Select the Resellers you would like to generate an invoice for. If multiple resellers are billable, they will automatically populate in the dropdown menu
- Select either Date Created or Activity Date from the Date Type dropdown
- Choose a Date Range
- Enter an Invoice Due Date
- Select Generate to create the invoice
The generated invoice will then appear within your list of Invoices:
Important Note
If no trips are scheduled or created within the selected date range, an alert message will appear when selecting Create Invoice:
How to Send an Invoice
Once an invoice is created, you can then send that invoice to the reseller. To do this:
- Choose the invoice from either the Reseller Profile or the Invoice Portal
- Review the invoice details for accuracy, then select Send Invoice.…
- Enter the Recipient Name and Recipient Email and choose Send
The invoice status will automatically update to “Sent”
Pro Tip
If you email the invoice outside of TripWorks, you can manually mark it as “Sent” by selecting Change Status > Mark as Sent
The reseller will receive the emailed invoice:
Creating and managing invoices for resellers is easy and helps maintain accurate records for your business.
Next Steps
After sending the invoice, don’t forget to log the invoice payment. For detailed instructions on how to do this, check out our article on Logging Invoice Payments.
For more guidance on managing reseller settings, refer to our Reseller Setup Guide.