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Invoicing Settings control how Alvys generates, delivers, and validates invoices across your company. Global defaults are set in Company Profile and can be overridden at the individual customer level.

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Overview

Invoicing Settings (also called billing settings or invoice configuration) give Admins and Partner Admins control over how invoices are generated and delivered. Company-level defaults apply to all customers unless a customer profile overrides them. Five configuration areas are available: Delivery Methods, Document Requirements, Invoice Type, AutoMerge, and the global Invoicing Settings toggle.

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Where to Find It

Navigate to Management > Company Profile > Invoicing Settings (https://app.alvys.com/#/manage/company-profile) for company-wide defaults.
Image of the Invoicing Settings section in Company Profile showing the five configuration areasImage of the Invoicing Settings section in Company Profile showing the five configuration areas
To set overrides for a specific customer, open the customer or broker profile and scroll to the Invoicing Settings section.
Image of the Invoicing Settings section in Customer/ Broker Profile showing the five configuration areasImage of the Invoicing Settings section in Customer/ Broker Profile showing the five configuration areas

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Key Concepts

Delivery Methods: Controls how invoices reach the customer. Options are EDI, Email, Factoring Company, Online System, and Originals. Each method determines which integration or address Alvys uses when the invoice is sent. Document Requirements: Specifies which documents must be present on a load before an invoice can be generated. Requirements are set separately for the Released action and the Invoiced action. When Proof of Delivery is required, you can also allow a Bill of Lading to stand in for a missing POD by turning on Use BOL if there is no POD (see Proof of Delivery and Bill of Lading below). Invoice Type: Sets whether invoices are generated per load (Individual) or grouped into one periodic invoice per customer (Summary). See How to use Summary Invoicing for the full workflow when using the Summary type. AutoMerge: Automatically consolidates all loads for a customer into one invoice draft. AutoMerge is required when the customer’s Delivery Method is set to Factoring Company; it must be enabled for factoring customers to invoice correctly. Invoicing Settings toggle: When enabled at the company level, these settings apply as the default for all customers. Customer-level settings override the company default for that specific customer only.

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How to Use It

For invoice generation workflows using these settings, see Batch Invoicing. For the Summary Invoicing workflow, see How to use Summary Invoicing.

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Proof of Delivery and Bill of Lading

By default, when a subsidiary requires Proof of Delivery, only an actual POD document satisfies that requirement. If your operation historically accepted the Bill of Lading in place of the POD (for example, because your BOL carries the delivery signatures), you can opt in per subsidiary.
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Open Invoicing Settings for the subsidiary

Go to the subsidiary’s Invoicing Settings and find the Required Documents section.
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Require Proof of Delivery

Under Documents Required, check Proof of Delivery.
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Allow Bill of Lading as a fallback

Check the indented sub-option Use BOL if there is no POD. This lets an uploaded Bill of Lading satisfy the POD requirement when no POD is present on the load. Turning this on when Proof of Delivery is not yet required will automatically require Proof of Delivery for you.
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Save

Your changes save with the rest of the subsidiary’s invoicing settings.
When both a POD and a BOL are uploaded on the same load, the POD always takes priority — the Bill of Lading fallback only applies when there is no POD.
The Use BOL if there is no POD setting also controls AutoMerge behavior for the same subsidiary: when it is on and AutoMerge is enabled for Proof of Delivery, a Bill of Lading is merged into the invoice packet as the POD if no POD document is available. Clearing Proof of Delivery also clears Use BOL if there is no POD automatically, since there is no POD requirement for it to fall back on.
This behavior is rolling out gradually. Existing subsidiaries keep their prior behavior on day one, so nothing changes for your loads until you turn the setting on. If you don’t see Use BOL if there is no POD yet, it hasn’t been enabled for your workspace — contact Alvys support.

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Settings & Permissions

Only Admins and Partner Admins can modify Invoicing Settings in Company Profile. This is controlled by the Company Profile Manager access level.

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Limits & Behavior

Changing invoicing settings after an invoice has already been generated does not update that invoice automatically. To apply updated settings: revert the load to Released, update the settings, then regenerate the invoice. AutoMerge must be enabled for any customer whose Delivery Method is set to Factoring Company.

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FAQs

Q: Can I set different invoicing settings for different customers? A: Yes. Set company-wide defaults in Company Profile, then override any setting in the individual customer profile. The customer-level setting takes precedence over the company default. Q: What happens if I change document requirements after an invoice is already generated? A: The change applies to new invoices only. For an existing load, revert it to Released, update the requirements, and regenerate the invoice. Q: Is AutoMerge required for all customers? A: AutoMerge is required only when the customer’s Delivery Method is set to Factoring Company. For other delivery methods it is optional. Q: Can a Bill of Lading count as the Proof of Delivery on a load? A: Only if the subsidiary has opted in. In the subsidiary’s Invoicing Settings, require Proof of Delivery and turn on Use BOL if there is no POD. With this setting off, a Bill of Lading no longer satisfies a POD requirement — you must upload an actual POD to release or invoice the load. When both are uploaded, the POD always wins. Q: Who can change Invoicing Settings? A: Only Admins and Partner Admins can modify Invoicing Settings in Company Profile.

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