There are four ways to get an invoice to your shipper: create it manually from a load, upload a CSV in bulk, submit it through the Owlery API, or send an EDI 210. Choose the option that best fits your workflow.
However you submit, the invoice reaches the shipper immediately and starts in Under Review status. Track it from Dashboard → Finances → Invoices — see Track and Fix Invoices.
Uploading a PDF is not the same as creating an invoice. Owlery needs structured line-item data to process an invoice — a PDF alone won’t do it.
Open the load
Go to Shipments (Loads), find the load, and click the Invoice tab in the drawer.
Add line items
Click Add Line Item and fill in:
- Category (required)
- Description (optional)
- Due Date (required)
- Total (required)
Repeat for each charge on the load.Due Date records the date you’re asking to be paid by. Shippers may also apply their own payment terms and track due dates on their side, so the date they work from can differ from the one you enter.
Finalize the invoice
Click Create Invoice, confirm or enter your Invoice Number, and submit. The invoice reaches the shipper immediately and starts in Under Review status, where you can track it from Finances → Invoices.
Download the template
Go to Invoices under Finances. Click the dropdown arrow next to the Upload button and select Download Template. Fill out the CSV
Open the template and fill in the required fields:
- Invoice Number
- PRO/Load Number
- Bill to Account
- Invoice Date
- Shipper and Consignee location info
- Line-Item Total
Owlery groups rows with the same Invoice Number into one invoice. Use those rows for separate charges or load numbers. To submit separate invoices for the same load, use a different Invoice Number for each invoice. Upload and validate
Back in Owlery, click Upload, select a Shipper, attach your file, and click Validate CSV. If there are errors, fix them in your file and resubmit.
Submit your invoices
Once validation passes, click Submit Invoices. Invoices reach the shipper immediately and start in Under Review status.
If your billing system already generates invoice data, you can create invoices programmatically instead of entering them by hand. Invoices are submitted to POST /api/external/invoices.The load number you send must match the Load Number on the load in Owlery exactly. Confirm the exact value on the load first — see Find Your Load Number. If it doesn’t match, the invoice won’t attach to the right shipment and payment is likely to be delayed — correct the Load Number if needed. The shipment identifier on your EDI invoice must match the Load Number in Owlery exactly — this is the shipment ID Owlery assigns, which you can confirm on the load (Find Your Load Number). If it doesn’t match, the invoice may not attach to the load and payment is likely to be delayed.If you entered the wrong Load Number when accepting the tender, update it to unblock invoicing — see Edit a Load Number.If you already submitted the invoice with the wrong shipment identifier, correct it and reuse the same invoice number so Owlery processes the submission as an update. Dashboard → EDI Test, then see EDI Onboarding for production activation.How Owlery Matches Invoices
Owlery identifies an invoice by its Invoice Number for that shipper and carrier. It does not use the load number to decide whether an invoice is a duplicate.
- Different Invoice Number: Creates a new invoice, even when another invoice already references the same load.
- Same Invoice Number: Updates the existing invoice when its status allows changes. The update can replace its charges, totals, dates, references, and linked load numbers.
CSV, API, and EDI submissions can therefore create multiple invoices for one load. The manual flow in the load drawer manages one invoice for that load.
An invoice can also cover more than one load when the submission channel supports multiple load numbers. In a CSV, use the same Invoice Number on rows with different PRO/Load Numbers to link those loads to one invoice.
If you are correcting an invoice or adding a charge to it, reuse the same Invoice Number so Owlery updates that invoice. Use a new Invoice Number only when your billing system treats the charge as a separate invoice. See Track and Fix Invoices.
Correcting an Invoice
You can update and resubmit an invoice while it’s Under Review or Disputed, using the same channel you submitted it through. Once it moves to Approved, Payment Created, or Paid, it’s locked. See Track and Fix Invoices for the full process. 
