WMS 3PL Billing and Invoicing: A Complete Guide

Explore the ins and outs of billing and invoicing for 3PLs using WMS.

July 25, 2023

Office worker working on 3PL Billing

Let’s dive into the nitty-gritty of billing and invoicing for third-party logistics (3PL) providers using warehouse management systems (WMS). Buckle up, this guide is packed with facts to help you master the art of WMS 3PL billing and invoicing. From setting up your billing to dealing with invoices and payments, we’re here to guide you every step of the way.

3PL Billing Software

The Basics of WMS 3PL Billing and Invoicing

Being a 3PL provider means juggling complex billing and invoicing tasks. But don’t sweat it! With a trusty WMS, you can make this process smoother and more accurate. A study by Aberdeen Group says that companies using WMS see a 32% drop in billing errors and a 20% boost in invoicing efficiency. Sounds good, right?

What Does WMS 3PL Billing and Invoicing Mean?

WMS 3PL billing and invoicing is about creating invoices and collecting payments for services provided by 3PL providers using a WMS. A WMS is your go-to tool for managing and tracking inventory, orders, and shipments, which helps keep your billing and invoicing spick and span. A survey by Capgemini says that 72% of logistics companies saw improved invoice accuracy after bringing a WMS into the picture.

Getting Your Billing Processes Sorted

Before sending out invoices, you must order your billing processes. This includes setting up a billing schedule, deciding on billing cycles, and defining payment terms. You must also nail down your billing rates, which vary based on your services. According to the Council of Supply Chain Management Professionals (CSCMP), 75% of 3PLs mix and match fixed-rate and percentage-based billing.

Different Types of Billing in WMS 3PL

WMS 3PL billing comes in a few different flavours:

Per-Transaction Billing: This style charges clients based on the number of transactions processed. Think orders fulfilled or shipments sent out.
Fixed-Rate Billing: Here, clients are charged a fixed rate per month or year for the services you provide.
Percentage-Based Billing: With this method, clients are charged a percentage of goods stored or shipped. A report by Armstrong & Associates shows that 42% of 3PLs use percentage-based billing for their services.

Invoicing Your Clients

Alright, so you’ve got your billing processes sorted, and your rates nailed down, it’s time to start invoicing those clients. Now, what should an invoice include? A detailed rundown of your services, plus any extra charges or fees. Don’t forget to slip in the payment terms and instructions on how to send over the money. Did you know that according to a 2021 Small Business Payments Impact Study, 68% of businesses love getting electronic invoices? Speeds things up a bit!

Getting a Handle on Payments

Now, let’s talk about payment handling. It’s not a walk in the park regarding WMS 3PL billing and invoicing. You must put a payment processing system in place and ensure those payments roll in on time. And what about late payments and payment disputes? You need a plan for those too.

Roadblocks in WMS 3PL Billing and Invoicing

The common challenges that 3PL providers deal with in billing and invoicing:

  1. Complex Billing Structures: When you’re billing for 3PL services, things can get complicated, especially if you’re juggling multiple clients and different billing rates.
  2. Late Payments: When payments come in late, it can mess up your cash flow and land you in a tight spot.
  3. Payment Disputes: Disagreements over services or charges can lead to payment disputes.
  4. Manual Processes: Manual billing can eat up a lot of time, and it’s easy to make mistakes.

Tips to Nail WMS 3PL Billing and Invoicing

So, how do you overcome these challenges? By sticking to a few best practices for WMS 3PL billing and invoicing. Here’s the game plan:

  1. Embrace Automation: Automate your billing processes to reduce mistakes and save time. Either use a WMS with in-built billing features or tie up with third-party billing software.
  2. Set Clear Payment Terms: Make sure your payment terms are crystal clear – due dates, penalties for late payments, and the work. And make sure your clients are in the loop from the get-go.
  3. Keep an Eye on Your Accounts Receivable: Check on your accounts receivable regularly to make sure payments are coming in on time. Automated reminders for late payments can be a lifesaver.
  4. Have a Plan for Payment Disputes: Set up clear procedures for handling payment disputes, including a process for resolving problems in a friendly way and an escalation process if needed.
  5. Train Your Team: Make sure your team knows the ins and outs of your billing processes and software to reduce mistakes and boost efficiency.

Wrapping Up

Dealing with billing and invoicing in 3PL isn’t always a walk in the park, but don’t worry, we’ve got your back! With tools like Clarus WMS, you can make this complex process as smooth as butter. How? By giving automation a high five, making sure your payment terms aren’t playing hide and seek, and keeping a close eye on accounts receivable.

This isn’t just talk – it’s a tried and true formula that’s been shown to boost financial health and make your clients happier than a kid in a candy store.

So don’t wait, let Clarus WMS help you revolutionise your 3PL business billing today!

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