Extra charges, driver charges and closing a booking

Charges that came up on the day

Parking, tolls and extra waiting usually become known after the job. Add them on the booking's Commercial tab, under Charges and costs, in Additional client charges: a Description the client will understand, the Amount, then Add charge. The booking total goes up by that amount.

If the booking was already invoiced, a banner named Unbilled charges appears. Use Create supplementary invoice to bill the new charges on a separate invoice instead of changing the one the client already has.

Be careful with Recalculate Price at this stage. It works the price out again from your current rates and the extra charges, and the result can differ from the quote the client agreed to. Keep current price leaves the agreed total alone.

Driver charges and the closeout card

When a booking is completed, the Operational closeout card on the Commercial tab shows whether it is Ready to close. It lists what still stands in the way: the job is not completed, a driver charge needs a decision, or a critical incident is still open.

Charges a driver submitted appear under Pending driver charges. Decide each one: Approve billable for a charge the client should pay, Approve internal for a cost you carry, or Reject. Then make sure a billable charge is on the client's side of the booking before you invoice.

When nothing is left, select Close booking. If you have to close with something still open, Close with override asks for a reason, and the override is audited. Missing proof from the driver, such as a photo, is shown but never stops you closing.

Completed is not the same as closed

The driver completes the job in the app when the work is done. Closing is the office's last check that the money and the paperwork are right. Keep the two apart: a booking can be completed and still have a parking receipt waiting for a decision.

If your drivers often forget to complete jobs, Auto-complete past trips to trigger reviews in Settings > Automations & AI > Job messaging marks confirmed bookings completed between 6 and 36 hours after pickup, so review requests can go out. It is off until you turn it on, and it does not close bookings for you.