Bill what your warehouse actually did.
3PL Invoicing Process
At the end of every month, one question has to be answered for each client: how much do we bill them? OSIRIS WMS answers it from the activity your teams already recorded — receptions, picks, parcels, printed documents, storage.
Choose a period, load last month's billing grid, and every quantity is recounted for you. Apply your prices, check the totals, and export a costing your accounting tool can pick up.
01 · Application
A billing calculator inside your WMS
OSIRIS WMS already records everything your warehouse does for each client — what arrived, what was picked, what was packed, what shipped, what is stored. The invoicing calculator turns that record into a priced costing.
You start by setting the ground: a period, with the twelve previous months one click away and the full previous month selected by default, and the clients you want to bill. Bounds are inclusive, so a month is a whole month.
What comes out is a costing exported to Excel, not an invoice. Your accounting tool keeps its job — numbering, VAT, sending — and receives figures nobody had to type.
02 · Billable sources
Nine kinds of warehouse activity you can bill
Every billing line draws its quantity from one of these. The WMS already holds them all, so nothing has to be counted a second time.
Reception
Orders received, quantities received, or the quantities of homogeneous packaging received.
Picking
Orders picked, quantities picked, or the number of distinct items in a picking series.
Packing
Orders packed and quantities packed, from the dedicated packing application.
Parcel packing
One line per carton. Filter on the shipping label — carrier, destination, volumetric weight — to price parcels the way you sell them.
Packing accessories
Fillers, tape, over-boxing and other materials, counted per unit actually used.
Workshop item
Items picked as an extra at the workshop for personalisation or kitting.
Document
Total pages printed, counted as pages multiplied by copies.
Movement
Internal handling — re-slotting, transfers between locations.
Stock history
Average stock and peak stock over the period: the two ways storage gets billed.
03 · Workflow
From a period to an Excel file, in six steps
Every costing starts with a period and a list of clients.
You choose:
- A date range — the twelve previous months are one click away, and the tool opens on the full previous month
- The clients to bill, one at a time or all at once
- Inclusive bounds, so the first day starts at 00:00 and the last ends at 23:59:59
Change the period or the client list and the grid is rebuilt from scratch, so no figure from another month can survive in your costing.
Step 1 of 6
04 · Precision
Count exactly what you agreed to bill
A billing line is a question put to the warehouse. Which activity do you count, over which dates, and how — a count, a sum, an average, a peak?
Conditions narrow the question. Each one is a field, an operator and a value, and each one reports how many elements are still standing once it has been applied.
That running count is the whole point. If a figure drops to zero you can see at a glance which condition is too tight, instead of shipping a quantity that is quietly wrong.
Filter on anything the WMS records
Fields are grouped by what they describe, and the operators follow the field: an exact match, contains or starts with, a numeric range, a value from a list, or simply empty.
Order and recipient
Order references, channels, subaccounts, destination country and address.
Product and category
SKU, product category and any attribute carried by the item.
Packaging and shipping label
Carrier, tracking number, weight and dimensions, including volumetric weight.
Series and location
Picking series, workstation and the locations the goods moved through.
Movements and documents
Movement types, printed document types, pages and copies.
Accessories and workshop items
Packing materials consumed and items added at the workshop.
05 · Costing
The month's costing, category by category
The grid is the month in one screen. Categories group the lines; each line carries its reference, its label, its source, its quantity, its unit price and its total.
Every category shows its own subtotal, and the grand total follows you as you scroll, so you always know what the month adds up to.
Anything can be reworked in place — recalculate a line, move it, duplicate it, export it on its own, or take it out.
Two tariffs, two lines
Pricing is deliberately simple: quantity multiplied by unit price, to two decimals. No brackets, no coefficients, nothing anyone has to reverse-engineer six months later.
Differentiated tariffs come from duplicating a line rather than complicating one. Parcels France is Parcel packing filtered on Country = FR at €1.20; Parcels EU is the same source filtered on the EU country list at €2.40. That is exactly what the duplicate action is for.
And a free line covers everything the warehouse does not count for you — subscriptions, flat fees, rebilled costs. You type the quantity, the tool does the arithmetic.
06 · Templates
Save the grid once, reuse it every month
A template is a billing grid you saved — its categories, its lines, its prices, its sources, its calculations, its dates and its conditions.
What it deliberately does not store is the client and the period. That is what makes it reusable: the same template serves every client you bill the same way, every month of the year.
Load it and every line is recounted on the period in front of you. Setting up a client's billing is work you do once.
07 · Exports
The file your accounting tool picks up
The summary export is one .xlsx file with one tab per billing category, and one row per line — reference, label, quantity, unit price, total.
It is built to be handed over. Accounting opens it, reads the figures, and issues the invoice in its own tool, with its own numbering and its own VAT rules.
Nothing is retyped between the warehouse floor and the invoice, which is where month-end errors usually come from.
The file you send a client who disputes a quantity
The detailed export gives one row per counted event, with its date, its value and the price applied. The reference columns adapt to the source — an order number for receptions, an SKU for picking, a tracking number for parcels.
When a client asks why a quantity is what it is, you send the file. Every unit on the invoice traces back to a movement your team actually recorded.
The same figures are available without the screen: a template can be replayed through the OSIRIS WMS API over any period and any set of clients, so an ERP or an accounting system can fetch the costing itself.
08 · Key benefits
Key Benefits
Billing that comes out of the warehouse instead of being reconstructed around it.
A month's costing in minutes, not a day of spreadsheets
Quantities counted from recorded warehouse activity, never estimated
The same billing grid every month, loaded from a template
A line-by-line justification to send any client who queries a quantity
Excel exports your accounting tool reads as they are
An API to replay a template from your ERP without opening the screen
Ready to bill on what your warehouse actually did?
See how OSIRIS WMS turns a month of recorded activity into a priced costing your accounting team can use straight away.