Have extra charges approved by the customer

An extra charge is a quote line added after the customer accepted the price, for example waiting time or an extra stop. With charge approval, such a line only counts once it is approved: until then it is left out of the quote total, the expected revenue and invoices. The customer approves or rejects it in the customer portal or through the quote link.

Decide which lines need approval

• Per pricing category: in Settings > Variables > Pricing Category, switch on Extra charges need customer approval for a category, such as waiting time. New lines in that category that are added after the quote was accepted need approval.
• Per line: tick Customer approval on a quote line, in a quote or in the spot quote of a transport order.

Lines ticked before the customer accepted the quote are agreed together with the quote.

Set up the approval flow

1. Open Settings > Environment and expand Financial.
2. Under Approval of extra charges, set the switches:
   • Approve internally before the customer sees a charge (off by default).
   • Hold automatic invoicing of the whole order while a charge waits (off by default: the order is invoiced without the waiting charges).
   • Put charges approved after invoicing on a new concept invoice (on by default).
   • A rejection needs a reason (on by default).
3. Click Save.

Add a charge

1. Open the accepted quote, or the transport order with its spot quote, and edit it.
2. Add a line with the description, quantity and price.
3. Tick Customer approval, or choose a pricing category that needs approval.
4. Save. The line gets the status Awaiting customer approval, or Awaiting internal approval when you approve internally first.
5. For a charge awaiting internal approval, open the quote and click Send to customer on the line.

Message automations can notify people with the triggers After a charge needs internal approval, After a charge is sent to the customer for approval, After a charge is approved and After a charge is rejected. See Message automations.

How the customer answers

In the customer portal, the order shows Extra charges with each waiting charge and the buttons Approve and Reject. The same buttons appear on the public quote page. The customer confirms the answer in a dialog, and a rejection asks for a reason when required. Customers never see charges that wait for internal approval.

Your own users can also click Approve or Reject on the line in the quote, with the permission to accept or decline quotes. Approve is not offered when only the customer may accept quotes (Only the customer can accept quotes (link or portal) under Quote acceptance).

Charges invoiced elsewhere

Click Invoiced externally on a charge you billed outside Transportial. It is then left out of the totals, revenue and invoices here. This is not possible for a rejected charge or a charge already on an invoice.

Statuses