If your organisation is using invoicing (credit) as a payment method, you will receive periodic summary invoices (depending on your invoicing terms) via email with a detailed breakdown of all transactions during your invoicing period
What is a summary invoice?
A summary invoice is a summarised list of transactions that have been made over a certain period of time. The main purpose is to quickly understand how much was spent on travel during a specific period, and quickly see which transactions belong to that period.
When you receive a summary invoice, you will have two files available to you: a summary invoice pdf file, and a csv extract of all transactions related to the summary invoice.
1. Understanding the summary invoice pdf
A summary invoice pdf file is always based:
- A payment method (e.g. Credit Account)
- An invoice profile (e.g. "Singapore office"
- A specific time frame (e.g. 14 days).
Example of a summary invoice:
In the summary invoice PDF you'll find the following:
- Transaction dates: in this example we're looking at the sum of all bookings made between 1 October 2024 and 7 October 2024
- Total: the sum of all booking transactions during this period. This includes any refunds or add-ons. In this example 145,679.34 was spent during this period.
- Total GST: if applicable, the total amount of GST paid will be displayed here
- Format: this could be either per transaction (every line item is a transaction) or per traveller (every line item is a separate traveller). Reach out to our support team with your preferences. By default we'll follow your set up with the credit provider.
- Invoice profile & payment method: the summary invoice includes all bookings that were made to a specific invoice profile (legal entity) with a specific payment method. So if you have multiple billing entities, you will receive multiple summary invoices.
- The transactions: all related booking transactions (charges & refunds) are listed out, including the payment due date.
2. Understanding the summary invoice CSV
The related CSV file is exactly the same format as the regular transactions report CSV. The only difference is that all transactions will be based on the transactions dates (point 1 above).
Example of an (unrelated) transactions CSV file:
How does the invoice summary feature work?
At the moment, all customers that use invoicing as a payment method will receive a summary invoice based on their payment terms.
- Weekly invoices: sent every Monday morning and cover the previous week's transactions
- Bi-monthly (every two weeks): sent twice a month on the 16th (covers transactions from 1st-15th) and on the 1st (covers transactions from the previous months' 15th-end)
The TruTrip team will send the summary invoices to the relevant administrator known to us in the system. Do reach out if you prefer specific people to be added to this list.
Note: in the future, the summary invoice feature will be self-configurable from the web app. Meaning that users can setup the invoice settings and get them auto-scheduled to their emails.
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 send you a new file immediately
I haven't received a summary invoice yet
We try to make sure all summary invoices are sent out in the morning (GMT+8) but there could be delays. If you haven't received a regular summary invoice within the same day please reach out.
If you have never received a summary invoice but would like to, reach out to your account manager at TruTrip and they'll be happy to set it up or make any changes required.