How to Approve a New Customer for Invoicing

Freightools now includes an accounting approval step before invoices can be created for newly created customers.

This means that when a new customer is created in the system, the customer must first be marked as Approved for Invoicing. Until this approval is completed, invoice creation for shipments connected to that customer may be blocked.

This feature was added following requests from existing customers who wanted better control over the creation of new customers before they are used for invoicing. The goal is to allow the accounting department, or an authorized company admin, to validate the customer master data before invoices are issued.

Who can approve a customer for invoicing?

Only a company admin user with Accounting capability can approve a customer for invoicing.

To give a user this capability:

1. Go to Team & Permissions.
2. Open the relevant team member.
3. In Roles & Capabilities, make sure the user has the Accounting checkbox selected.
4. Save the user.

Once this checkbox is enabled, that user will be able to approve customers for invoicing.

How to approve a customer for invoicing

1. Go to Partners.
2. Open the relevant customer.
3. Go to the General tab.
4. Open the Accounting section.
5. Click Approve Customer for Invoicing.
6. Save / update the partner.

After approval, the system will display the message:

Partner has been approved for invoicing

Once this message appears, invoices can be created for shipments linked to that customer.

What happens if the customer is not approved?

If a shipment is linked to a newly created customer that has not yet been approved for invoicing, Freightools may block invoice creation.

In this case, check the customer profile. If the message “Partner has been approved for invoicing” is not displayed, an authorized user needs to approve the customer before proceeding with the invoice.

Why was this added?

This approval process was added to support companies that require accounting control before a new customer can be used for invoicing. It helps reduce invoicing errors, prevent incomplete customer master data from being used, and gives the accounting team a clear validation step.

This update was also included in the latest Freightools release notes.