Nobody should decide this by eye.
A dispatcher closes a job and raises the invoice. Then somebody opens every single one, reads the paperwork, and decides whether it can be billed. That decision is the whole job, and it is the one thing on this board that no longer needs a person.
5
jobs on the board
4
missing files
0
ready to invoice
USD 0.00
waiting to be billed
- JOB-4471·Cedar Drive Rentals
Recovery and transport, Jounieh to Sin el Fil
ref CDR-88214 · closed by Rania · 11 Aug, 16:40
Missing filesUSD475.08
Paperwork 0/3
Signed job ticket
The docket the driver got signed on site
Supplier invoice
What the subcontractor billed for the job
Proof of delivery
Photos or a signature confirming it was completed
- Signed job ticket has not come in yet.
- Supplier invoice has not come in yet.
- Proof of delivery has not come in yet.
- JOB-4470·Bekaa Logistics
Container haulage, Beirut Port to Zahle
ref BL-2026-0417 · closed by Rania · 11 Aug, 14:05
Missing filesUSD1,002.55
Paperwork 0/4
Signed job ticket
The docket the driver got signed on site
Supplier invoice
What the subcontractor billed for the job
Proof of delivery
Photos or a signature confirming it was completed
Purchase order
The customer's PO number, where they need one on file
- Signed job ticket has not come in yet.
- Supplier invoice has not come in yet.
- Proof of delivery has not come in yet.
- Purchase order has not come in yet.
- JOB-4468·Zeitoun Cafe
Refrigerated delivery, two drops
ref ZC-0932 · closed by Marwan · 11 Aug, 11:20
Missing filesUSD388.05
Paperwork 0/3
Signed job ticket
The docket the driver got signed on site
Supplier invoice
What the subcontractor billed for the job
Proof of delivery
Photos or a signature confirming it was completed
- Signed job ticket has not come in yet.
- Supplier invoice has not come in yet.
- Proof of delivery has not come in yet.
- JOB-4465·Gulf Parts Co.
Cross-border freight, Jebel Ali to Beirut
ref GP-77104 · closed by Marwan · 10 Aug, 18:55
Missing filesUSD538.65
Paperwork 0/4
Signed job ticket
The docket the driver got signed on site
Supplier invoice
What the subcontractor billed for the job
Proof of delivery
Photos or a signature confirming it was completed
Purchase order
The customer's PO number, where they need one on file
- Signed job ticket has not come in yet.
- Supplier invoice has not come in yet.
- Proof of delivery has not come in yet.
- Purchase order has not come in yet.
- JOB-4462·Nassar Trading s.a.l.
Parts run, three collections
ref NT-5510 · closed by Rania · 10 Aug, 09:15
InvoicedUSD475.08
Paperwork 3/3
Signed job ticket
The docket the driver got signed on site
Supplier invoice
What the subcontractor billed for the job
Proof of delivery
Photos or a signature confirming it was completed
Every company, job and number on this board is invented for the demo. None of them are customers. The documents are read for real.
This is how these back offices already run, and most of it is fine. The cost is concentrated in a single step, which is where the whole thing is worth automating and nowhere else.
Now
The dispatcher closes the call
Job done, invoice raised in the system. That part already works and we do not touch it.
The bottleneck
Somebody decides if it can be billed
They open the job, look at what is attached, read it, and set ready to invoice or missing files. Every job, every day, by eye.
Then
Billing pulls everything marked ready
Filter the list, work down it, mark them invoiced.
Finally
The sales go into QuickBooks
Typed in again, or exported and reshaped by hand until the importer stops complaining.
What changes: the status stops being something you type.
On the board above, nothing sets ready to invoice. Every document that arrives gets read, checked against what dispatch quoted, and either clears its slot or explains why it does not. The status is the answer to that, worked out fresh every time you look. A status somebody types is a status that goes stale the moment they forget, and invoicing a job before the signed ticket arrived is the mistake this exists to stop.
So missing files stops being one flag and becomes a sentence: the ticket has not come in, or the photo is too blurry to read, or the supplier billed 545 against a 538.65 quote. That is the difference between a queue somebody has to work through and a list of things to go and fix.
Tell us the statuses you use, what has to be on file before a job can be billed, and what your accounting sits in. That is enough for us to tell you whether this fits.
Or email hello@ahlelak.com