BeyondTrucks Automated BOL Invoicing
Every hour, WebRun opens BeyondTrucks, reads each newly completed bill of lading with its customer, product, and delivered volume, drafts a matching QuickBooks invoice with your rates and fuel surcharge, and posts billing a Slack summary of everything queued for a human to review before sending.
How do I turn completed bills of lading into QuickBooks invoices?
WebRun reads each completed bill of lading in BeyondTrucks every hour and drafts a matching QuickBooks invoice with the customer, product, delivered volume, rate, and fuel surcharge. It posts billing a Slack summary of what is queued, so invoices go out fast while every one stays a draft until a human reviews and sends it.
- Completed loads are invoice-ready within an hour, not at month end
- Every invoice stays a draft until billing reviews and sends it
- Incomplete BOLs are held back instead of billed with missing details
Built for tank truck billing teams · bulk carrier back office · petroleum hauler accounting · fleet controllers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.beyondtrucks.comin a real browser with your saved login - no setup, no API keys. -
1
BeyondTrucks - read completed BOLs
beyondtrucks.com
WebRun opens BeyondTrucks to read completed BOLs. - Open BeyondTrucks and find bills of lading completed since the last run
- Capture the customer, product, delivered volume, stops, and any accessorials for each
- Skip any BOL already invoiced to avoid duplicates
- Note any BOL missing a signature or volume so it can be held back
Done when Every new completed BOL is captured with its billable details, and incomplete ones are set aside.
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2
QuickBooks - draft matching invoices
- Open QuickBooks and match each BOL to its customer record
- Draft an invoice with the product line, delivered volume, agreed rate, fuel surcharge, and any accessorials
- Attach the BOL reference number to the invoice
- Leave every invoice as a draft for billing to review. Never send or finalize an invoice on your own
Done when Each complete BOL has a matching draft invoice in QuickBooks, none sent.
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3
Slack - summarize what is queued
slack.com
WebRun opens Slack to summarize what is queued. - Post a summary to the billing Slack channel of invoices drafted this run
- Show each customer, BOL reference, and invoice total
- Call out any BOL held back for a missing signature or volume
Done when Billing has a Slack summary of drafted invoices and any BOLs held back.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send invoices to customers automatically?
No. WebRun drafts every invoice in QuickBooks and leaves it unsent. Billing reviews and sends each one. Nothing is finalized or emailed to a customer without a human approving it.
How does it avoid double-billing a load?
It checks each BOL against existing QuickBooks invoices and skips any already billed, so a completed load is drafted once even if it is still visible in BeyondTrucks on the next run.
What happens if a BOL is missing information?
It holds that BOL back rather than guessing. Any bill of lading missing a signature or a delivered volume is flagged in the Slack summary so billing can chase it before invoicing.
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