Finance

# Set up price configurations

Create price configurations that price and invoice work for your customers automatically, per order, trip, vehicle or driver.

Updated October 5, 2026

**Who can do this:** The pricing permission and the Financial platform feature.

A price configuration holds your rate agreement with one or more customers. It consists of price modules (the rate rules, such as a price per mile or a fixed fee) and VAT rules. Transportial uses enabled configurations to calculate the revenue of orders and trips, and to create invoices at the moment you choose.

## Open the price configurations

1. Open the side menu (☰, top right).
2. Choose **Prices**. The **Price configuration** list opens.
3. Search by name.
4. Optional: filter on **Target entity type**, **Trigger type**, **Activated**, **Direct**, **Self-bill (credit nota)**, **Combine per customer**, customer or administration.

The columns are **Name**, **Businesses**, **Target entity type**, **Trigger type**, **Currency**, **Activated**, **Made on** and **Updated on**. The **Price variables** button at the top opens the variable indexes (see [Variable price indexes](/en-us/help/variable-price-indexes)).

## Create a price configuration

1. Click **\+ Create price configuration**.
2. Enter a **Name**, for example "Rates Jansen Logistics 2026".
3. In **Select price context entity type**, choose what is priced and invoiced: **Transport order**, **Trip**, **Shipment**, **Vehicle**, **Fleet vehicle**, **Chauffeur** or **Means of transportation**.
4. In **Select price trigger type**, choose when invoices are made (see the table below).
5. Choose the customers this configuration applies to, and the currency.
6. Set the switches **Direct** and **Combine per customer** (see below).
7. Under **Modules**, click a module block to set it up, or **Add price module** to add another. See [Price modules explained](/en-us/help/price-modules).
8. Under **VAT rules**, click **Add VAT line** to decide which tax rate applies. See [Tax rates and VAT rules](/en-us/help/tax-rates).
9. Switch **Off/On** on to activate the configuration.
10. Click **Save**.

Only activated configurations are used. A new configuration is off until you switch **Off/On** on, so you can prepare rates before they take effect.

### Trigger types

| Trigger type                                                                           | Invoices are made                                                                                                |
| -------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------- |
| **End of trip** / **End of transport order**                                           | As soon as a trip or transport order of one of the customers is finished.                                        |
| **End of week**, **End of month**, **End of quarter**, **End of year**                 | After the calendar week (Monday to Sunday), month, quarter or year has closed, for the work done in that period. |
| **End of week or month**                                                               | At the end of the week or the month, whichever comes first.                                                      |
| **Monthly from start date**, **Quarterly from start date**, **Yearly from start date** | Every month, quarter or year counted from the start date instead of the calendar boundary.                       |

### Switches

* **Direct**: for vehicle, fleet vehicle and driver pricing, invoices go straight to each customer for the completed trips, without going through transport orders. When on, choose the **Administration** the invoices are issued from. Direct configurations are not used to calculate order revenue.
* **Self-bill (credit nota)**: shown with **Direct**. The amounts are made negative, so the document is a credit note you issue on behalf of a supplier.
* **Combine per customer**: invoices created in the same run for the same customer and administration are combined into one invoice.

## Which configuration is used

When Transportial prices a transport order, it looks for an activated configuration in this order:

1. The price configuration of the contract the order is linked to, when that contract is valid on the order's date.
2. Price configurations linked to the customer directly.
3. The price configuration of a contract with the customer that is valid on the order's date.

The order's date is the earliest planned time of its stops, or the day the order was created when no times are planned. Configurations that are switched off are skipped. Contracts and their price configuration are set up under the customer; see [Contracts](/en-us/help/contracts).

## Let AI draft the modules

1. In the **Modules** section, click **Generate with AI**.
2. Describe the rates in **Pricing Description**, for example "€1.20 per mile, €50 per hour waiting time, 10% fuel surcharge".
3. Optional: add rate cards or contracts under **Documents (optional)**.
4. Click **Generate Modules**, then check every generated module before you save.

## Edit or remove

Click **Edit** at the end of a row to change a configuration, or **Remove** to delete it. To pause a configuration without losing it, edit it and switch **Off/On** off.

Administrators can also set default cost rates for your own drivers and vehicles in **Settings** \> **Environment** \> **Pricing** (**Default Chauffeur Cost Pricing** and **Default Vehicle Cost Pricing**). These feed the costs of trips. See [Trip costs and revenue](/en-us/help/trip-costs-and-revenue).

## Related articles

* [Price modules explained](/en-us/help/price-modules)
* [Use variable price indexes](/en-us/help/variable-price-indexes)
* [Tax rates and VAT rules](/en-us/help/tax-rates)
* [Create, send and follow up invoices](/en-us/help/invoices)

## Still need help?

Our support team is happy to answer any question about Transportial.

[Contact support](/en-us/contact)[Report an issue](/en-us/report-issue)

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Canonical page: https://transportial.com/en-us/help/pricing