Fleet-Ops Integration

Ledger and Fleet-Ops are wired together out of the box. The moment a Fleet-Ops order has its pricing locked in, Ledger automatically creates a draft invoice for that order and recognizes the revenue in your books.

You don't need to copy line items by hand, type in customer details, or remember which orders haven't been invoiced yet — it all happens for you.

When Invoices Get Created

The trigger is the moment an order is priced. In Fleet-Ops terms, that's when a service quote becomes the order's purchase rate (typically when the dispatcher accepts a quote, or when one is automatically assigned by an order configuration).

It is not tied to the order being completed. Recognizing revenue at pricing time is the standard accrual-accounting practice — what your customer owes is established when you commit to a price, not when the driver finishes the run.

What Lands in Your Billing List

Each automatically-created invoice arrives in Ledger → Billing → Invoices with:

• Status: Draft
• Customer pulled from the Fleet-Ops order
• Line items pulled from the service quote (or, if the quote is a single price, one summary line item)
• Currency, due date (using your Invoice Settings), and a fresh invoice number

You can edit anything before sending — change line item descriptions, add notes, adjust the tax rate, swap the template — it's a normal draft invoice from that point on.

When Pricing Changes

Sometimes a quote gets re-priced — a route adjustment, a new service rate, an override by a dispatcher. When that happens, the old draft invoice is automatically marked void and a fresh draft takes its place. You won't end up with stale duplicates competing for the same order.

If the old invoice was already past draft (sent, viewed, partial, or paid), it stays where it is — Ledger only replaces drafts.

Sending the Invoice

Open the draft, review it, and click Send to email it to the customer. See Invoices for the full flow.

What You See in Your Books

When the draft invoice is created, Ledger posts a single journal entry recognizing the revenue:

• Accounts Receivable goes up — your customer now owes you this amount
• Revenue goes up — the income is recognized

When the customer pays, a second entry is posted:

• Cash goes up — you've received the money
• Accounts Receivable goes down — the debt is cleared

These post automatically. You'll see them in the General Ledger and they roll up into your Income Statement, Balance Sheet, and AR Aging reports.

Storefront Orders

Storefront checkouts are different — they are point-of-sale, so they don't generate invoices. See Storefront Integration for that flow.