Billing: Batching Tickets & Creating Invoices

Fast-Weigh 10 Web Portal

To add the Invoicing module to your Fast-Weigh subscription, contact us at 865-219-2980 or support@tacinsight.com

Fast-Weigh 10 features a flexible billing system that integrates with third-party accounting systems. This section allows you to organize groups of tickets into batches for invoicing a customer. Once a batch is defined, the system will automatically generate invoice numbers and group tickets into invoices.

You can change your settings for how invoices are created in the Portal Settings.

New Billing

Under the New Billing tab, users can query tickets by a number of different search parameters and produce filtered groups of tickets to assign to a custom batch. Typically, this would be done on a daily or weekly basis to correspond with your organization’s customer billing cycle.

  • Navigate to Billing > New Billing.
New Billing

Query Tickets for New Billing

  • Set the parameters at the top to view the orders and tickets you want grouped into a Batch to be billed 
  • For each Order, you can click on the arrow on the left of the table to drill into Product Pricing and view individual Tickets.
    • You should verify the data and make any changes as needed. The Pricing button at the right of the table allows you to update Pricing or Tax Codes for the Order, and you can edit Tickets directly from the New Billing screen.
Batching Tickets
  • Once the Tickets in the New Billing query have been verified, assign them a Batch Number via the field at the top right of the table.
    • Generally, this Batch Number will be in a date or Region + date format. This field is limited to 10 characters.
    • For example: A batch created for a region named “West” on 10/15/2016 could be batched as W-101516. 
  • Assign a Company Code to the Batch, if needed.
  • Set the Invoice and GL Date (if needed) for the Batch
    • The GL (General Ledger) Date is only needed if your accounting system supports secondary Invoicing dates.
  • Invoice Numbers are assigned automatically and sequentially to each Order or Customer (based on your billing settings) within the Batch
  • Click Assign to create the Invoice Batch.

Billing History

Once a Batch has been created, the Tickets will be removed from the New Billing page and placed inside a Batch in the Billing History section. 

Billing History
  • On the Billing History screen, use the parameters on the top to view individual Batches or look at everything from a specific date range to Export them or send them directly to the customer.
    • Export/Transmit: This method allows you to post invoices directly to your accounting system, based on your settings.
      • Tip: Fast-Weigh 10 supports direct transmission of invoices to both Viewpoint Spectrum Accounts Receivable/Job Requisition and QuickBooks Online without needing to import files or third-party import tools.
    • Clear: Use this if you need to clear the batch so you can make changes and re-batch under the New Billing tab.
    • Print: Allows you to print a PDF copy of a selected Invoice Batch.
    • Email: You can email invoices directly to customers.
      • Before using this feature, you will need to go to Resources > Customers and edit the customer to add their Invoice Email to their customer profile.
  • You may also clear, print, or email individual invoices within a batch by clicking the small arrow of the left of the table.

Fast-Weigh Invoicing is an optional feature add-on. To add Invoicing to your Fast-Weigh subscription, contact us today at 865-219-2980 or support@tacinsight.com.