Day-to-Day Accounting Workflow

Core Responsibilities in Freightek

1. Generate Debit Notes (Client Invoicing)

Steps:

1. Navigate to Accounting > Debit Notes > New.

2. Link to a shipment or quote.

3. Add charge lines (freight, local charges, handling).

4. Choose tax rate, currency, and due date.

5. Export as PDF or send directly to the client.

✅ Debit Notes are automatically included in shipment-level profit reports.

2. Generate Credit Notes (Vendor Costs)

Steps:

1. Go to Accounting > Credit Notes > New.

2. Select the shipment and vendor.

3. Add cost items (e.g., Freight, Trucking, THC).

4. Attach invoice number and file (PDF, image).

5. Save for approval or mark as payable.

✅ Credit Notes calculate operational cost and impact margin.

3. Profit & Loss by Shipment

Each shipment record shows:

• Total Revenue (from Debit Notes)

• Total Cost (from Credit Notes)

• Net Profit ($) and Margin (%)

✅ Helps identify underperforming jobs or billing gaps.

4. Track Payment Status

Every Debit or Credit Note includes:

• Payment Status: Unpaid, Partial, Paid

• Due Date & Overdue Days

• Linked payment record (if integrated with Xero)

• Manual update option (if using offline accounting)

✅ Use filters to sort unpaid invoices by aging period or client.

5. Generate Financial Reports

Accessible from Reports > Finance, including:

✅ Reports are exportable to Excel, PDF, or printable for audits.

6. Tax & Currency Control

Freightek allows:

• Tax group settings per charge (e.g., 10% VAT)

• Currency per client or shipment

• Exchange rate control for margin accuracy

✅ All amounts are summarized in your company’s base currency for global reporting.

7. Xero Accounting Integration

Freightek integrates with Xero to:

• Push Debit/Credit Notes into Xero

• Sync clients and vendors

• Match payments from bank feeds

Setup:

• Go to Settings > Integrations > Xero

• Login with your Xero account

• Set up field mappings (e.g., charge codes, tax types)

✅ Reduces double entry and improves audit trail.

? Internal Collaboration