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Invoices raised automatically when a trip ends

Connecting trip completion to invoicing, payment reminders and UPI reconciliation with Zoho Books and Zoho Flow.

18 hrsSaved each week
22%Faster collections
100%Trips invoiced
6 wkTo go-live

About the client

A regional logistics operator running a fleet of trucks for FMCG and industrial customers.

The challenge

Invoices were raised manually from trip sheets at the end of each week. Some trips were missed entirely, payment follow-ups were inconsistent, and reconciling UPI receipts took hours.

  • Invoices raised days after delivery
  • Missed and duplicate invoices
  • Inconsistent payment follow-up
  • Manual UPI reconciliation

Our solution

  1. Trip-completion trigger — When a trip is closed in the fleet system, Zoho Flow creates the invoice in Zoho Books with the correct rates and GST.
  2. Automated reminders — SMS and email reminders are sent on a schedule based on customer payment terms.
  3. UPI reconciliation — Daily matching of UPI receipts to open invoices, with exceptions flagged for review.
  4. Finance dashboard — Ageing, collections and margin by customer and route.

Results

Every trip is now invoiced on the day it ends, and the finance team focuses on exceptions rather than data entry.

  • 18 hours a week saved in finance
  • Collections 22% faster
  • No missed trip invoices
  • Daily, rather than weekly, cash visibility
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