A summary invoice lists transactions over a specific period, helping you quickly see travel expenses and related transactions particularly useful for paying monthly bill if your organisation is using invoicing (credit) as a payment method.
Summary invoices are sent directly to your email. Upon receiving it, you'll get a summary invoice PDF and a CSV extract of all related transactions which you can cross reference with your credit invoice (for example from Fluid as a credit provider).
1. Setting up a summary invoice schedule
You can set up summary invoice schedule from Company Settings -> Summary Invoices.
A summary invoice is always based on A) a payment method (e.g. Credit Account), B) an invoice profile (e.g. "Singapore office", C) a specific time frame (e.g. 14 days).
When creating a new summary invoice, you'll have to align these fields with your Fluid invoicing schedule as well:
- Report name: Give the report a name you'll recognise eg "Weekly Summary Invoice"
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Invoicing period: Make sure that the invoicing aligns with our credit provider agreement.
- Weekly: invoices will be sent every Monday morning and cover the previous week's transactions
- Twice per month: invoices will be sent on the 16th (covers transactions from 1st-15th) and on the 1st (covers transactions from the previous months' 15th-end).
- Monthly: will be sent on the 1st of the month and covers all invoices of the previous month.
- Payment method: Select the payment method that you would like to receive the summary invoice for. Typically this is name of your credit account in the platform eg "Fluid Credit Account".
- Report format: Select "per transaction" if you use this to review your credit account payments. If you'd like summaries for, for example Traveller cost, you can select "per traveller".
- Invoice profile: Select the invoice profile that you would like to receive the summary invoice for.
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Report recipients: Fill in the email addresses (multiple allowed) that you would like this report to sent to.
Once your scheduled summary invoices have been set up, you will find the schedules on the scheduled block. You can also delete or temporary disable the schedules from being triggered.'
Every time a summary invoice is triggered and sent, it will be added to the history log (see screenshot). From the history log you can still re-send summary invoices if needed as well.
2. Receiving the scheduled summary invoice files
Whenever a summary invoice is generated, the recipient will receive a scheduled email similar to this example:
In the email you will find:
- The summary invoice PDF file
- CSV file with the summarised transactions
- A CSV file with the transaction split by category type (fare, taxes, fees)
- A list of all related transactions
If you need to download all the related transaction invoices in PDF format, you can click on the link which will guide you to the web page where you can download all the invoices.
You can learn about the Summary Invoice files in this help article
Frequently Asked Questions
The summary invoice is incorrect or misaligned with my payment terms
It could happen that certain transactions or transaction dates are not completely in line with the credit provider. We are ultimately two separate systems, if this happens send a quick message to support@trutrip.co and we'll help you with your setup
I haven't received a summary invoice yet
If for some reason you can't find your summary invoice please,
Check your spam box and verify if the correct email addresses are set up
If that doesn't work, try to re-send the summary invoice from the summary invoices pages
If you still can't receive your summary invoices, reach out to support and they will help you further..