Account work that bills itself at the end of the month.
DispatchMe keeps your business customers on accounts with a credit limit, a discount and payment terms. Jobs booked on the account add up through the month, and you raise them as one invoice with VAT worked out and lines that don't change once it's raised.
The credit limit is enforced, so an account can't quietly run past what you agreed.
What does a company account hold?
Each account is set up under Corporate in the console, with the terms you agreed with the customer. Everything below is on the account itself.
A credit limit that is enforced
An account discount
Payment terms
Contact details
The account's jobs in one list
Its invoices
How does month-end invoicing work?
Open the account and press Raise invoice. It defaults to last month and tells you how many jobs it will bill before you confirm.
- 1
Pick the period
Last month by default. Completed jobs and no-shows in the period that aren't already on an invoice are included. - 2
Set the VAT rate
20% to start with, editable for this invoice. The rate is stored on the invoice itself. - 3
Raise it
It gets the next number, INV-0001 style. The lines and totals are copied in, so they won't change after you've sent it. - 4
Track it to paid
Draft, Sent, Paid. Marking it paid frees the credit those jobs were holding. Void it if it's wrong; the number is never reused.
What it doesn't do yet
DispatchMe doesn't produce a PDF of the invoice or email it to the customer. It raises the invoice and keeps track of it; you send it from your own accounts or email.How do account customers book?
Your office can book a job on an account from the console, the same as any other job. Passengers who belong to a company account can also book on it themselves.
- In the passenger app, a passenger on a company account can choose Company as the payment.
- The credit check happens there too, so a passenger can't book past the limit either.
- The account's people get a read-only account portal: spend this month, total trips, credit used against the limit, the discount, and the account's active and completed journeys.
The account portal is for looking, not booking: there's no booking button or invoice download in it.
At a glance
| Built in | Not built yet |
|---|---|
| Credit limits that block bookings over the limit | Monthly budgets per department |
| A percentage discount per account | A separate tariff per account |
| Payment terms and due dates | Invoice PDFs and emailing invoices |
| Invoices raised by hand, with VAT and frozen lines | Invoices raised automatically each month |
| Read-only account portal for the company's users | Booking from the account portal |
Questions offices ask
What happens when an account reaches its credit limit?
DispatchMe refuses the booking and says it would take the account over its limit. Each account booking holds its estimated fare against the limit when it is made, and the hold is released if the job is cancelled or a no-show, or when the invoice is marked paid.
How is VAT worked out on an invoice?
You set the VAT rate when you raise the invoice. It starts at 20% and you can change it for that invoice. The rate is saved on the invoice, so changing it later never rewrites one you have already raised.
Can a business customer book on their account themselves?
Yes. A passenger attached to a company account can choose Company as the payment when they book in the passenger app. Their colleagues can also see the account's journeys and spend in a read-only account portal.
Can I change an invoice after I have raised it?
No. The jobs and totals are copied onto the invoice when it is raised, so the lines don't change after you have sent it. If something is wrong, void it and raise a new one. Voided numbers are never reused.
Does DispatchMe send the invoice to the customer?
Not yet. DispatchMe raises the invoice and tracks it from draft to sent to paid. You send it to the customer yourself.
Related
- Passenger appWhere account passengers book with Company as the payment.
- Driver settlementsHow account jobs reach the driver's balance and the weekly run.
- DispatchHow an account job gets the right driver.
- School and council contractsContract work on an account, with the records councils ask for.
- PricingWhat DispatchMe costs once your free trial ends.
Put an account on it and raise a test invoice.
Start free, add a company account with a limit and a discount, book a couple of jobs on it and raise the invoice. Or open the live demo, which already has accounts set up.