From the transport service
to the invoice draft.
Work with the documentation and the delivery inside the same service. Check the price, the costs and the tax data before issuing the invoice.
- Category
- Transport and DeCA
- Level
- Intermediate
- Time
- Depends on the service
- Steps
- 7
- Updated
- 29 September 2026
Before you start.
What you are about to solve.
In Cofactu Logistics, the service brings together the customer, the parties to the transport, the stops and the goods. Its record lets you prepare documents, follow deliveries and incidents and review the economics of the operation. Free manual issuing of DeCA (electronic transport control document) is a different task from contracting this operations management.
To create an invoice from a service, it must be completed, have a customer selected and have at least one delivery with its POD (proof of delivery) issued. Cofactu creates a draft that you must review before approving. Completing a transport does not mean its invoice is issued automatically.
The guide follows a simple operation. If there is subcontracting, settlements, several deliveries or goods with their own requirements, also check the conditions and tools that apply to that case. A management flow does not replace the specific documentation the transport may need.
Do it in order.
Open only the step you are on.
7 steps to review, issue and leave the document ready, without reading a whole guide at once.
-
Create the service and select the customer
Step 01: Create the service and select the customer
Go to Logistics → Services and create the service. Identify the customer to be invoiced and check the contracting shipper and the actual carrier separately. Even if some parties coincide in an operation, they perform different functions and one should not be deduced from the other without checking.
- Select a customer of the organisation so you can prepare the invoice afterwards.
- Record the references that let you find the order. If the customer changes the instructions, keep the context before changing the operation.
-
Review stops, goods and planning
Step 02: Review stops, goods and planning
Add the pickup and delivery places, the planned dates and the goods. Check that the instructions match the right stop. Assign the operation's resources according to availability and check how the driver will receive the job information.
- Operational planning organises services and assignments. It does not imply automatic route optimisation.
- Check the scope of maps or integrations you want to use before basing the service on them.
- If the driver accesses through a link, check the recipient and the context they will receive before sharing it.
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Prepare the DeCA when it applies
Step 03: Prepare the DeCA when it applies
Check whether the transport needs an administrative control document and use its data to prepare the DeCA. Check parties, shipment, date and vehicle before issuing. Open the resulting PDF and give the driver the necessary copy before the service starts.
- The DeCA documents the transport and does not replace its invoice.
- If the shipper already provides the document, check its data and access before issuing another as a duplicate.
- To tell DeCA, CMR and e-CMR apart, see the specific guide: they are not interchangeable names for any PDF.
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Record the delivery and its incidents
Step 04: Record the delivery and its incidents
During the service, follow its milestones and record incidents in their context. On delivery, add the proof of delivery (POD) with the relevant data. Check any reservation or difference from the order before considering the operation closed.
- An attached file and an issued POD are not necessarily the same status. Check the result the record shows.
- If a stop is cancelled, skipped or needs redelivery, keep that information to review the price and the closing.
- Tracking reports progress; by itself it does not prove contractual acceptance of all the conditions.
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Check the agreed price and the costs
Step 05: Check the agreed price and the costs
Open the economic information and check the price that will be applied to the customer. Add or check the service costs and see its margin. The result depends on the amounts recorded: if a cost is missing, a positive figure does not prove the final profitability of the operation.
- Check the base and VAT of the agreed price before taking them to the invoice.
- If you work with subcontractors, check the scope of Logistics Pro and the corresponding settlement procedure.
- Distinguish planned amounts from confirmed ones and payments actually made.
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Complete the service and create the draft
Step 06: Complete the service and create the draft
When the operation is completed, open its invoicing section. Cofactu tells you if a customer still needs to be selected or the POD of a delivery issued. If there is an agreed price, it is shown for review; if not, you can prepare the invoicing data manually.
- Check skipped and cancelled stops and reservations when setting the amount.
- Use Create invoice draft and open the result from the service record.
- If a linked invoice already exists, check its status before trying to generate another.
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Review the invoice and share the administrative work
Step 07: Review the invoice and share the administrative work
Check the customer, the line items, the dates and the taxes of the draft. Approve or issue the invoice through the usual flow once it has been reviewed. If you work with an accounting firm (gestoría), use authorised access to your organisation and agree which tasks each party reviews.
- A kept draft does not prove tax issuance, collection or final accounting.
- Managing a portfolio from the firm has its own plans and permissions.
- Keep the link to the service so you can answer a question about the price, the delivery or its documents without reconstructing the order.
When you finish you will have the service documented and its invoice draft ready for review, with incidents and amounts in context.
The questions that come up
when you put it into practice.
Can I invoice a service without a POD?
The invoice-from-service flow requires it to be completed, have a customer selected and at least one delivery with an issued POD. The record shows which requirements are missing.
Is the invoice sent when the transport is completed?
No. The action creates a draft. You must review its data and continue with the usual invoice approval or issuing flow.
Does the free DeCA include all this management?
No. Free allows unlimited manual DeCA issuing. The operation described uses features of the Logistics plans; see their scope on Pricing.
Continue from here.
Without losing context.
Related to this task
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