Warehouse Management Invoicing
An Advanced, Comprehensive Invoicing Tool.
Optima’s invoicing solution is the industries most comprehensive tool, designed specifically for the complexities of third-party logistics. Our innovative software empowers you to automate billing processes, streamline invoicing workflows, and ensure accurate and timely payments.
Automated. Simplified. Accurate.
Optima’s invoicing module seamlessly integrates with your existing accounting software. This eliminates double data entry, reduces errors, and saves valuable time. Once an order is complete, Optima automatically generates a detailed invoice and forwards it to your customers. Our system streamlines communication and ensures timely receipt of payments.
The perfect solution for Third-Party Logistics
Never miss a billable activity again. Optima's Invoicing module automates the capture of storage costs, admin fees, packaging charges, and more, ensuring you receive accurate compensation for your services. Our intelligent system allows you to define tiered pricing structures based on factors like shipping methods and the number of pallets ordered. This flexibility ensures you apply the correct charges to each customer.
Reporting and Set Up
Invoice Reporting: Gain valuable insights into your invoicing performance with comprehensive reporting tools. Analyse revenue trends, identify potential discrepancies and optimise your billing strategies.
Charges Setup: Our dedicated team is here to help you set up your charges within Optima's Invoice module. We ensure you capture all billable activities and maximise your revenue.
Seamless Integrations
Optima WMS can be shaped to your exact requirements. Every system we build can utilise integrations such as:
Barcode Scanning:
Speed up processes, streamline your operation, and minimise errors ensuring data integrity
About Barcode Scanning
Online Marketplace Integration:
Connect seamlessly with popular online marketplaces like Amazon and Shopify to automatically import and manage orders.
Courier Integration:
Use Optima CMS to integrate with your preferred couriers for efficient shipping processes and automation. This add-on offers market-leading value and allows you to use courier rules to automatically select the most appropriate courier for each order.
Invoicing:
Set up charges and tiered pricing systems based on order volume, shipping types, labels, and more. These are then pulled into automatically generated invoices for accurate cost recovery.
Your Questions Answered.
Can Optima WMS generate automated invoices based on warehouse activity?
Yes – our system allows for rule-based invoicing linked to key warehouse events such as goods received, despatches, storage time, or handling charges, saving your team time and ensuring accuracy.
Can Optima WMS handle ad-hoc charges, like rework or additional services?
Yes – you can easily add one-off charges for services such as relabelling, kitting, inspections, or rework. These can be manually added or triggered via workflows, ensuring every billable activity is captured.
Can i create separate pricing modules for different customers?
Absolutely. Optima supports multiple pricing structures to suit individual customer agreements, including rate cards, tiered pricing, and minimum charges. You can also set custom billing rules by customer, activity type, date range, or storage period, so invoicing reflects exactly how you operate and charge your customers.
Does Optima WMS handle recurring storage charges?
Yes – recurring storage fees can be automatically calculated based on pallet, cubic metre, or SKU counts over time, with the ability to invoice weekly, monthly or at custom intervals.
Can i preview and edit invoices before they're sent?
Yes – our Applied Charges feature allows you to review, edit, and approve charges and invoices before finalising them, giving you full control over what your customers receive.
Is it possible to export invoices to our accounting software?
Yes – Optima WMS can export invoice data in various formats compatible with common accounting platforms like Sage, Xero, and more, supporting smoother reconciliation and reporting.
Does Optima support different currencies and tax configurations?
Optima supports multi-currency billing and regional tax configurations, including VAT. Invoices and reports clearly display the relevant currency, making it easy to manage international customers and ensure financial clarity.
Can Optima WMS generate invoice reports and audit trails for financial compliance?
Yes – the invoicing module includes detailed reporting tools and audit logs, allowing you to track billing activity, identify discrepancies, and support internal or external audits with full transparency.
Will i receive assistance setting up Optima's Invoicing Module?
Definitely – our team provides full support during the Invoicing setup. We'll work with you to configure your charging structure, including storage, handling, receipts, dispatches, rework, and any ad-hoc services. Whether you need flat rates, tiered pricing, minimum charges, or customer-specific rules, we’ll help ensure your invoicing is accurate, automated, and aligned with your contracts from day one.
How does Optima's 3PL Invoicing solution help with billing accuracy and reducing invoicing errors?
By linking charges directly to real-time warehouse activity, Optima’s built-in-validation automates billing based on your rules, reducing manual entry and missed charges. Invoice previews and audit reports further help ensure accuracy and consistency.
Can we generate consolidated invoices for customers with multiple contracts or warehouses?
Yes – you can produce consolidated invoices or keep them separate by site or contract, depending on how your business is structured and how your clients prefer to be billed.
Let’s Talk Numbers.
Optima's Invoicing solution is more than software—it's a complete solution designed to empower 3PL businesses. Contact us today to learn more about how Optima can streamline your invoicing, improve cash flow, and optimise your bottom line.
