Where Billing & invoicing fits
07 Bill is the operating context.
This page should not feel like an isolated feature sheet. It belongs to a role, a stage, a control, and an outcome in the Haultro operating spine.
Provider-gated
Accounting and payment connections
Recurring + on-demand
Billing models in one engine
Photos + signatures
Proof of service attached to invoices
Representative
Faster cash collection with automated dunning
The challenge
- ! Service happened in the field but the invoice never went out, so the haul gets done for free
- ! Recurring roll-off and dumpster rental charges are tracked in spreadsheets that drift out of sync with QuickBooks
- ! Dynamic fees like fuel surcharges, overage tonnage, contamination, and extra trips get forgotten or argued over
- ! Zone and tiered pricing is in someone's head, so two crews quote the same job differently
- ! AR aging is a mystery until month end, and past-due accounts keep getting serviced
- ! Card and ACH payments live in a separate tool that nobody reconciles against the books
What it does
- ✓ Generate recurring subscription invoices for ongoing rentals and route service on any cycle
- ✓ Bill on-demand jobs from the field the moment a stop is completed
- ✓ Apply zone, tiered, and dynamic pricing rules automatically instead of by hand
- ✓ Use built QuickBooks, Xero, and Stripe boundaries after credentials, scopes, sandbox, and live acceptance pass
- ✓ Track AR aging and run automated dunning on past-due balances
- ✓ Pull proof of service photos and signatures onto the invoice as a paper trail
Inside the module
What your team can work with.
✓Recurring billing schedules for monthly, quarterly, and per-haul rental contracts
✓On-demand invoicing triggered the instant a driver closes out a completed stop
✓Dynamic line items for fuel surcharge, overage tonnage, contamination, trip charges, and rush fees
✓Zone-based and tiered rate tables that apply the correct price by service area and account type
✓Proof of service capture from Haultro Driver (photos and customer signatures) attached to each invoice
✓QuickBooks and Xero adapter boundaries with explicit connection-health states
✓Configured Stripe card and ACH payment operations after provider acceptance
✓Automated dunning sequences with configurable reminders for past-due accounts
✓AR aging buckets (0-30, 31-60, 61-90, 90+) with drill-down by customer
✓Credit memos, partial payments, and write-offs that stay reconciled with accounting
✓Customer-level pricing overrides and contract rates that persist across jobs
✓Disposal and weight tickets converted directly into billable tonnage charges
✓Batch invoicing to send an entire route or service day at once
✓Manual service holds plus opt-in overdue-age and minimum-balance policy that blocks new requests, confirmation, recurring order creation, and dispatch scheduling
Billing & invoicing · Connected to the work on the groundPricing engine
Price the way the waste business actually prices
Hauling isn't a flat rate. The billing engine encodes the rules your dispatchers and account managers already know, then applies them consistently across every job and crew.
Zone pricing
Rates that change by service area, distance to the landfill, or franchise territory.
Tiered rates
Volume and contract tiers for commercial accounts and multi-container sites.
Dynamic surcharges
Fuel, overage tonnage, contamination, extra trips, and rush fees added as rules, not afterthoughts.
Account overrides
Negotiated contract rates that follow the customer across every haul.
Cash flow
From completed stop to collected payment
Invoice the moment service is proven, not weeks later
Take card and ACH through Stripe with stored payment methods
Chase past-due balances with automated dunning instead of manual calls
Reconcile accepted provider payment and accounting records with explicit exception states
Connected across the platform
One source of truth.
Driver app
Proof of service captured in Haultro Driver (photos, signatures, completion timestamp) attaches to the invoice automatically, so what the crew did in the field is what the customer is billed for.
Disposal & weight
Scale and disposal weight tickets feed directly into billing as tonnage line items, including overage charges above contracted limits.
Customer portal
Customers view and pay invoices, see service history with proof, and update stored payment methods without a phone call to the office.
Scheduling & jobs
Completed jobs and recurring service schedules drive what gets billed and when, so nothing serviced slips through unbilled.
How it works
Adopting billing & invoicing.
01
Set your rules once
Build pricing and recurring schedules, then configure payment, accounting, dunning, and service-hold policies. Provider connections remain unavailable until acceptance passes.
02
Service generates the charge
When a driver completes a stop in Haultro Driver, proof of service and weight tickets flow in and the correct line items are calculated automatically.
03
Invoice and collect
Recurring runs and on-demand jobs are invoiced, customers pay by card or ACH through the portal, and dunning handles anything past due.
04
Stay reconciled
Accepted accounting and payment records preserve provider state and exceptions, while AR aging shows the tenant's current invoice balances.
Standards & compliance
Built in, not bolted on.
PCI DSS for card payments handled through StripeTCPA-aware customer messaging for billing and dunning reminders
FAQ
Questions, answered.
How does proof of service end up on the invoice?
When a driver closes out a stop in Haultro Driver, the photos, signature, and completion timestamp attach to the job. That proof flows straight onto the invoice, so disputes are settled with evidence and nothing serviced goes unbilled.
Can I run recurring rentals and one-off jobs in the same system?
Yes. The billing engine handles recurring subscription invoices for ongoing rentals and route service alongside on-demand invoicing for single jobs, all under one set of pricing rules.
How do QuickBooks, Xero, and Stripe connections work?
Haultro contains accounting and payment adapter boundaries, but a provider is operational only after customer credentials, approved scopes, tenant mapping, sandbox tests, reconciliation, and live acceptance pass. The UI shows unconfigured or unhealthy connections instead of claiming a successful sync.
How do dynamic charges like fuel surcharges and overage tonnage get applied?
They're configured as rules, not manual add-ons. Fuel surcharges, overage tonnage from weight tickets, contamination, extra trips, and rush fees are calculated automatically based on the job and the account's pricing.
Can I stop servicing customers who haven't paid?
Yes. Authorized staff can place a reasoned manual hold, or enable an overdue-age and minimum-balance policy. Governed holds block new portal and intake requests, confirmation, recurring-order creation, and dispatch scheduling; automatic holds release after the qualifying balance clears, while manual holds require an authorized release.
Get started
See billing & invoicing on your routes.
We'll tailor a demo to your fleet and the business you run.