Billing from the contract
Each customer has a contract with its term, rate and unit or pallet count. Monthly invoices are generated from it, with the price changing automatically when the space changes.
Logistics × Quoting & invoicing
Bill for what you store. Chase what’s late.
Recurring storage invoices generated from the contract and the space in use, pro-rata for part months, handling and collection fees added from the job, and a chasing ladder for the late ones. Built around quoting and invoicing for businesses that bill the same customers every month.
Sound familiar?
The billing is only right if the stock records are.
A storage invoice depends on things that change: the size of the unit, the start date, extra pallets added in March, a collection fee for a job last week, a discount agreed on the phone. If invoices live in one system and stock lives in another, someone reconciles them by hand every month, and mistakes slip through in both directions. Customers who are overdue are chased when someone remembers.
- Invoices are copied from last month and edited for each customer.
- Part-month move-ins and move-outs are worked out on a calculator.
- Handling, collection and delivery fees from jobs don’t reach the invoice.
- Renewals and end-of-term dates pass unnoticed, and the price never changes.
- Overdue customers are chased inconsistently, and sometimes after they have paid.
What gets built
The parts, shaped to you.
Pick the ones you need. Each is built around how your team already works, then joined up on one set of data.
Pro-rata for part months
Move-in and move-out dates drive a pro-rata first and last invoice, with the working shown, so you aren’t explaining a number on a customer’s phone.
Fees from jobs
Collections, deliveries, handling and extra labour are recorded on the job and added to the next invoice, instead of being remembered later.
Drafts and bulk sending
Generate the month’s drafts, review them in one screen and send them all at once, with emails or WhatsApp reminders going from the system.
Renewals that follow the term
Alerts ahead of contract end, with the renewal quote prepared. Customers who stay move onto the new rate; those who leave get a clean exit invoice.
An overdue-chasing ladder with safety checks
A friendly reminder, a firmer one, then a final notice, on a schedule. Every send checks that the invoice is still unpaid, which is how the Storex ladder avoids chasing someone who just paid.
Sync with your existing invoicing
If you already invoice in Wix or another tool, I can keep it and sync both ways rather than replace it, as I did for Storex. See Wix integration.
Statements, VAT and exports
Printable customer statements, a sales ledger and VAT summaries for your accountant. How VAT applies to each charge is set with your accountant and followed on the invoice.
Connects to
- Wix invoices
- Stripe
- Gmail
- Accounting software
- Your warehouse map
A good fit if
- You bill the same customers every month for space, and the amounts vary.
- Invoices, contracts and stock sit in separate places.
- Overdue accounts are a regular cash-flow problem.
- You want to keep your current invoicing tool but connect it.
Not the right call if
- You have a dozen customers on fixed monthly amounts. Standard invoicing software with recurring invoices is cheaper and enough.
- You need a full accounting ledger. This feeds and reports to your accounts rather than replacing them.
How it runs
From first call to daily use.
The same five steps on every project, sized to yours.
- 01A short call or the quote builder
Tell me how the business runs today: the tools, the workarounds, the bit that drives you mad. The quote builder takes about five minutes and gives me a scoped brief.
- 02A fixed quote, in phases
I reply with a fixed price and a phase plan. The must-haves go first, so you are using the system while the rest is still being built.
- 03Previews as it’s built
You see the real system on a private link while it is being built, with your own data in it as early as possible. Changes are cheap at this stage, so this is where we make them.
- 04Your data moved across
Spreadsheets, an old system, email threads: the data comes with you, checked against the source so nothing is lost on the way.
- 05Launch, then care
Your team gets a walkthrough, and I stay on for fixes and new features, either on a monthly support plan or pay as you go.
FAQ
Questions, answered.
Does the bill change when the space changes?
Yes. Billing reads the contract and the units in use, so adding a pallet or releasing a bay updates the next invoice, with the pro-rata calculated from the date. There is no re-keying.
Can we keep Wix invoices?
Yes. Storex kept its Wix invoices and the system syncs both ways, so invoices created in either place appear in both. Whether that suits you depends on how much you rely on Wix; I can also build native invoicing.
How do the overdue reminders work?
On a schedule you set: a friendly reminder, a firmer one, a final notice. Before each one goes out, the system checks the invoice is still unpaid and the customer isn’t on a hold, so nobody is chased wrongly.
Can customers pay online?
Yes, by card through Stripe, from a link in the invoice or from the customer portal.
How do I move across from my current billing?
Customers, contracts and open invoices are imported from your spreadsheet or old system and checked against it before the first run. I’d usually run the new and old side by side for one billing cycle.
Can it handle different rates for different customers?
Yes. Rates live on the contract, so a long-term customer, a business account and a short stay can each have their own price per unit or pallet, with discounts recorded on the contract rather than negotiated again every month. Rate changes at renewal are applied from the renewal date, and the old invoices keep the price they were issued at.
Go deeper
Read next, then decide.
ServiceQuoting & invoicing
Quotes from your rate card, invoices with VAT, deposits and automatic chasing.
IndustryLogistics & storageQuotes, warehouse map, QR labels, crew app, invoicing and a customer portal.
SystemWarehouse managementWarehouse map, QR labels, per-client stock, collections calendar and a crew app that counts items.
SystemCustomer portal for storageStatements, files, stored items, declared values for insurance and service requests for storage customers.
Case studyStorexA storage and logistics company’s whole operation in one custom system: quotes, clients, invoicing, the warehouse and the crew in the field.
IntegrationWixWix forms, invoices and site data connected to a custom CRM, with sync that works both ways.
IntegrationStripeCheckout, deposits, subscriptions and payment links tied to your invoices and bookings.
GuideMalta VAT invoicesThe details a Malta tax invoice must carry, and what that means for invoicing software.
Often built together
Related systems.
Quoting & invoicing
Quotes from your rate card, invoices with VAT, deposits and automatic chasing.
Logistics & storageQuotes, warehouse map, QR labels, crew app, invoicing and a customer portal.
Custom ERPQuotes, stock, staff, jobs and invoicing on one shared set of data.
Client portalsA secure login for clients: invoices, documents, bookings, payments and messages.
How pricing works · Digitalise Your SME grants · All case studies
Start here
Get a fixed quote.
The quote builder opens with the parts on this page already switched on. Add or remove what you like, and I reply with a fixed quote.