Skip to main content
Where to find it: Dashboard → Finances → Invoices When an invoice fails Validate CSV, or you submitted by API or EDI and it isn’t on any tab, one of the causes below is almost always the reason. Find the one that matches, fix it, and submit again.

​
Check Before You Submit

Most failed submissions come down to one of these. Checking them first saves a round of uploads:
  • Load Number: Use the Load Number shown on the load in Shipments (Loads), not your own invoice number, order number, or the shipper’s reference. See Find Your Load Number.
  • Tender accepted: The load only exists after your team accepts the tender.
  • Invoice Number and Load Number toggle: For CSV, turn it off if your invoice numbers are different from your load numbers.
  • Shipper: For CSV, select the same shipper account the loads belong to.
  • Invoice status: You can only resubmit an invoice that’s Under Review or Disputed.

​
Load Not Found

On a CSV upload, validation shows this error for each row it can’t match: Load “X” does not exist for the selected shipper and broker. Select the correct shipper or update the CSV. By API or EDI, the invoice doesn’t appear on any tab. The same message covers several causes, so work through the sections below.

​
The Load Number Doesn’t Match a Load

Owlery attaches every invoice to a load by its Load Number. If the number you send isn’t the Load Number on the load, there’s nothing to attach to. Common mix-ups:
  • Your own invoice number or internal load number in the Load Number field.
  • The shipper’s order number, PO, or shipment reference instead of the Load Number.
  • The Invoice Number and Load Number columns swapped in the CSV.
To fix it, open the load in Shipments (Loads), copy its Load Number exactly, and put it in the Load Number field. See Find Your Load Number. If the Load Number on the load is wrong, edit it first.

​
Invoice Number and Load Number Are Different

The Validate Invoice CSV dialog has a toggle labeled Invoice Number and Load Number are the same. When it’s on, Owlery uses your Invoice Number as the load number and ignores the Load Number and PRO Number columns. If your invoice numbers are different from your load numbers, turn the toggle off before you click Validate CSV. Otherwise, Owlery looks for loads that match your invoice numbers, finds none, and validation fails even when your Load Number column is correct.

​
The Tender Wasn’t Accepted

If the number looks right but you can’t find the load in Shipments (Loads), your team may not have accepted the tender. Owlery only creates the load once the tender is accepted, so there’s nothing to bill against until then. Check Quotes & Tenders for the shipment. Accept the tender, then submit the invoice again.

​
The Load Belongs to a Different Shipper Account

Some shippers have more than one account in Owlery, such as one per business unit or legal entity. Each load belongs to one of them. When you upload a CSV, the Shipper you select must be the account those loads belong to. To check, find the loads in Shipments (Loads) and look at the shipper on each one. You can search for several loads and download the table to check them in bulk. If one file covers loads for more than one shipper account, split it and upload each part with the right shipper selected.

​
The Invoice Is Already Approved

You can only update an invoice while it’s Under Review or Disputed. If the Invoice Number you send matches one that’s already Approved, Payment Created, or Paid, it’s locked and can’t be updated. A CSV upload is blocked. Check Dashboard → Finances → Invoices for the Invoice Number first. It may already be submitted.

​
The Load Was Archived

A CSV upload fails with Load “X” was deleted by the shipper. when the shipper archived the load. You can still bill it by manual entry. See Invoice a Cancelled or Archived Load.

​
When to Contact Owlery Support

If you’ve worked through the causes above and the invoice still fails, email support@owlery.ai with:
  • The shipper name you selected or submitted to.
  • A few of the Load Numbers and Invoice Numbers that failed.
  • How you submitted: CSV, API, or EDI.
  • For CSV, the file you uploaded and a screenshot of the validation errors.
  • For API or EDI, the request time or transaction identifier and any error you received.