How money moves in NemiRoute

NemiRoute follows the money from the moment an order is priced until it is in your bank, and from completed work to what your drivers and staff are paid. This article explains the chain; each page guide linked below has the details.

1. The order's price

When an order is booked (by your team, in the customer portal, by import or through the API), the customer's price sets work out its price: base rate, distance, weight, zones, fuel surcharge, options and discounts. The price breakdown is frozen on the order. Each part has a tax category (courier work by default), and the order shows the tax the invoice will add, using your tax settings.

Charges can be added after pickup or delivery, such as waiting time, a failed attempt, a redelivery or a late cancellation. They are billed with the order.

How the order will be paid depends on the customer and the order:

2. From delivered order to invoice

A delivered or completed order becomes billable, cash on delivery included. Its charges are billable even when the order was returned or cancelled. A returned order's price is not invoiced.

Billable orders wait on the Unbilled orders tab of Invoices until they are on an invoice:

• By hand: New invoice, pick the customer, tick the orders, add fees, discounts or % lines.
• Automatically: with Automatic invoicing on in Billing defaults, invoices are made weekly, every two weeks, monthly, per completed order or when a balance is reached, grouped the way you choose (per order, day, period, PO, location, ordering contact, pickup site or custom field). Balances under a customer's minimum carry over. Automatic invoicing pauses while a tax registration you need is missing.

The invoice freezes the tax, one line per tax and province (for example HST (13%), or GST (5%) and QST (9.975%) for Québec). Exempt customers get no tax, or only the taxes their certificate does not cover.

3. The invoice's life

When an invoice is finalized and the customer has credit on account, the credit pays it first if Use credit on account automatically is on (always for prepaid customers).

Reminders go out before and after the due date on your schedule, and a monthly statement can be emailed. No late fees are ever added by themselves: a late charge is a % line you add to an invoice.

4. Payments

Every payment against an invoice gets a receipt number and appears on Payments.

Overpaying makes the extra customer credit. Customers can pay up to 12 invoices in one online payment.

Online payments go to your own Stripe account. Each one carries Stripe's processing fee and any platform fee; Card payments shows the gross, the fees and the net per payment.

5. Giving money back

When a reversal takes back credit that was already spent, the customer owes on account; their next payment settles it first.

6. Statements and aging

• The aging report sorts every open invoice by days past due: not yet due, 1–30, 31–60, 61–90 and over 90 days, per customer.
• A customer statement lists everything invoiced, paid and credited in a period with a running balance, and the aging of open invoices. Print, download or email it, or let the monthly statement go out automatically.
• The credit limit on a customer counts open invoices plus placed orders not invoiced yet, minus credit on account. Your Credit limit rule decides whether a new order over it is accepted, held for approval or refused.
• Invoices, payments and credit notes export to QuickBooks Online, Xero or a spreadsheet.

7. Cash on delivery

1. The driver completes a COD order and records the amount collected and how (cash, cheque or card on delivery). The collection gets a receipt (TR-…) for the goods money, with no tax.
2. The cash shows as in hand for the driver on COD cash. Cash older than your reminder window turns amber, then red, and reminders go out daily.
3. You Receive cash: count it, record the amount and any difference. The hand-in is a remittance with a printable slip. Everything the receivers paid is credited to each customer's account, where it pays their invoices.
4. A driver who hands in less creates a shortfall: write it off, or deduct it from their pay (a negative line in their open pay period).
5. A receiver who paid less than due at the door creates a short payment: write it off (the customer is credited the full amount) or mark it not owed (the customer gets what was collected).

8. Driver and staff pay

Pay is built from completed work, never from invoices:

Each driver is paid by the pay plan assigned to them (or their own rates when there is no plan). Lines use the plan version in force when the work was done, so a new version never re-prices earned pay.

On Payroll, a pay period moves Open → Closed (lines frozen; salaries, period minimums, engaged-time floors and recurring adjustments booked) → Statements ready (drivers can dispute) → Approved → Paid (with the date, method and reference). Statements show gross, GST/HST and QST for registered contractors and payee companies, reimbursements, deductions and net, with year-to-date totals. Export to CSV, QuickBooks or Gusto, and email the statement PDFs. Team members see their own on My pay.

Where to go next

• Invoices: The Invoices page and The invoice page.
• Payments: The Payments page and The Card payments page.
• Cash: The COD cash page.
• Pay: The Payroll page and The pay period page.
• Setting up: How your customers pay.