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Platform · Finance

Every amount belongs to a case.

Invoices, reserve and receivables sit where they arise: on the file.

The payer reviews invoices, the reserve ledger records every change, open items have a debtor and a status. You export lists as CSV; large exports run in the background.

Request a demo Play an invoice through

Booking export as CSV or DATEV.

What moves money

  • Invoices
  • Reserve
  • Receivables
  • Payments

On the file · Stations on this page

01The path of an invoice

Submitted, reviewed, approved, paid.

Play an invoice through: the partner submits it, the payer reviews and decides. Every step appears in the history.

Illustration to try out · not a product image

The example

Payer in this example

Statuses of the invoice

  1. Draftcurrent
  2. Submittedopen
  3. In reviewopen
  4. Approvedopen
  5. Paidopen

Now

Draft. The partner has created the invoice for their order.

History

    No entry yet.

    The illustration shows the statuses of an invoice. It does not show amounts or names.

    02Invoices

    Whoever pays, reviews.

    The payer reviews and approves invoices or rejects them with a reason. They then record the payment.

    • Service providers submit their invoice for the order, in their own portal.
    • The review takes place where payment is made: at the fleet or at the insurer.
    • You record invoices from your own service providers without a portal yourself.
    • Clamio does not silently infer who bears the costs. A person confirms it, individually or in bulk.

    Four-eyes principle, if you switch it on

    Optionally the four-eyes principle for cost estimates and invoices from an amount you set. Whoever requested the decision does not make it themselves.

    From the partner portal

    Demo data

    Header of the Invoices page in the partner portal: submitted invoices with amount, status and reference, New invoice button, with the tiles Submitted, Approved, Rejected and Paid below.
    The partner sees the status of their invoices in their own portal.

    03Reserve ledger

    The reserve has a memory.

    The reserve ledger records every change to the reserve, with person and time.

    • The reserve belongs to the claim and is in its file.
    • Clamio does not estimate or increase reserves itself. Changes come from the user, from your interface or from a workflow step configured by you.
    • Next to the reserve is the documented settlement decision.

    Illustration · Entries in the reserve ledger

    1. Reserve setWith person and time.
    2. Reserve changedThe earlier status remains readable in the history.
    3. Second approval In preparationReserve with four-eyes principle.
    4. Closing entry In preparation“Reserve released” on closure.
    Dashed: in preparation, not yet available.

    04Receivables

    Open items with debtor, amount and status.

    What is owed to the fleet is recorded as a receivable on the case, from recourse to excess.

    • Types: recourse, recharge to driver, excess, settlement, reimbursement and other.
    • Debtor: driver, organisation, third party or external partner.
    • You record incoming payments on the item, including part payments.
    • Items are recorded, not calculated.
    • Reminders exist for violations. For other receivables there is no dunning and no debt collection.

    Recharge to the driverThe fleet decides whether to recharge the driver. Clamio recharges nothing by itself.

    From the interface

    Demo data

    Section of the receivables with type, debtor, reference to the claim, amount and status: one open receivable from a settlement.
    Status of a receivable: Open, Partly paid, Paid, Disputed, Waived or Cancelled.

    05Export

    What the list shows is also in the export.

    You export lists such as claims or invoices as CSV.

    • The export contains exactly what the list shows you, with the same permissions.
    • Large exports run in the background. You find them under “My exports” and are notified.
    • Amounts stay empty if you lack the “Read costs” permission.
    • Exporting is a permission of its own. The files are available for a limited time.

    Lists, e.g. claims

    • ExportThe list as a CSV file, with the active filters.
    • My exportsLarge exports run in the background. You find the result here.

    Invoices

    • Download CSV (current filter)The invoices as a CSV file, just as you have filtered them.
    • Background exportsLarge exports run in the background.
    • Booking exportAs a CSV file or as a DATEV booking batch in EXTF format. This requires your account to have the permission for costs and accounting.
    • Accounting profileChart of accounts, adviser and client number and accounts per cost type.
    GraphicExport routes for lists and invoices.

    06In preparation

    Not yet available, and therefore marked separately.

    These functions are not part of the scope today. We name them separately so that it stays clear what you can use now.

    • Cost ledger In preparation

      Cost items and cost types on the claim.

    • Reserve with four-eyes principle In preparation

      A second approval for the reserve above a threshold.

    • Closing entry In preparation

      “Reserve released” when the claim is closed.

    • Invoicing deadlines In preparation

      Monitoring of settlement and invoicing deadlines.

    07Frequently asked questions

    Quick questions

    In preparation: cost ledger and finance overview.The four-eyes principle only applies if you switch it on.

    Does Clamio transfer the invoice amounts?

    No. Payments are recorded. Payment is made outside Clamio.

    Is there a DATEV export?

    Yes. The booking export is available as a CSV file or as a DATEV booking batch. This requires your account to have the permission for costs and accounting. You export lists as CSV.

    Who sees amounts?

    At the fleet, amounts are seen by those with the “Read costs” permission. A partner sees the amounts of their own orders and invoices.

    Can the MGA manage our receivables?

    Yes, with a write authority that includes the “Costs & invoices” area.

    Keeps it rolling.

    In a demo we follow an invoice from submission to the payment record.

    Request a demo

    Where do approvals arise in the process? See approvals