Billing Profiles

Billing Profiles are the core configuration system for how customers are charged in LMI. They define pricing strategies, freight rates, markup percentages, and billing rules that determine how orders and deliveries are invoiced.

Overview

A billing profile controls:

• Markup percentages applied to base rates
• Freight rates based on delivery distance
• Billing rules for fuel, freight, and other charges
• Itemization settings for detailed invoices
• Integration settings for external billing systems

Billing profiles are assigned to Ship-to Locations, allowing different customers or delivery destinations to have customized billing configurations.

Accessing Billing Profiles

Navigate to Data Catalog → Billing Profiles from the sidebar.

Billing Profiles List

The Billing Profiles page displays all configured profiles in a sortable table.

Table Columns

Column	Description
Profile Name	The name of the billing profile (click to edit)
External System	Connected external billing system, if configured
Adapter	Data adapter used for integration
Active	Whether the profile is currently enabled
Bill Fuel	Whether fuel charges are billed
Third Party	Whether this is a third-party billing profile
Itemized	Whether orders are itemized on invoices

Tip

Click on any profile name to open the edit panel.

Adding a New Billing Profile

1. Click the Actions button in the page header
2. Select Add Billing Profile
3. Fill in the profile configuration
4. Click Save to create the profile

Cloning an Existing Profile

When creating a new billing profile, you can clone from an existing one to copy all its settings and freight rates:

1. Click Actions → Add Billing Profile
2. In the edit panel, use the Clone from dropdown to select a source profile
3. Enter a new name for the profile
4. Adjust any settings as needed
5. Click Save

Cloning copies:

• All billing configuration settings
• Markup percentage
• All freight rate tiers
• Adapter and external system references

Editing a Billing Profile

Click on a profile name in the table to open the edit panel.

Basic Settings

Field	Required	Description
Name	Yes	Descriptive name for the billing profile
Adapter	No	Data adapter for external system integration
External System	No	External billing system this profile connects to
Enabled	No	Toggle to activate/deactivate the profile
Bill Fuel	No	Whether to include fuel charges on invoices
Markup (%)	No	Percentage markup applied to base rates
Third Party	No	Indicates if this is a third-party billing arrangement
Itemized Order	No	Whether to show itemized details on invoices

Order Items & Unit Costs

Configure unit prices for billable items that may be charged in addition to standard freight.

Billable Item	Description
FRT BILLABLE STOP	Charge per billable delivery stop
FRT DEMURRAGE	Waiting time charges
FRT EXTRA HOSE	Additional hose usage charges
FRT MOVE TRUCK	Truck repositioning charges
FRT PUMP CHARGE	Pump usage charges
FRT SPLIT LOAD	Charges for split load deliveries

Enter the unit cost for each item that applies to this billing profile. Leave blank for items that should not be charged.

Freight Minimums

Set minimum freight charges by product type to ensure a base charge is always applied.

Freight Rates

Freight rates define distance-based pricing tiers for deliveries. Each tier specifies rates for a range of miles with separate pricing for gasoline and diesel products.

Column	Description
Miles From	Starting distance for this rate tier
Miles To	Ending distance for this rate tier
Gasoline Rate	Per-gallon rate for gasoline deliveries
Diesel Rate	Per-gallon rate for diesel deliveries

Adding a Freight Rate

1. Click Add Rate in the Freight Rates section
2. Enter the mile range (from/to)
3. Enter the per-gallon rates for gasoline and diesel
4. Click Save

Example Rate Structure

A typical freight rate structure might look like:

Miles From	Miles To	Gasoline Rate	Diesel Rate
0	50	$0.08	$0.07
51	100	$0.10	$0.09
101	150	$0.12	$0.11
151	200	$0.15	$0.14

Note

Ensure rate tiers don’t have gaps or overlaps in mile ranges for accurate pricing.

How Billing Profiles Are Used

Assignment to Ship-to Locations

Billing profiles are assigned to Ship-to Locations to control how deliveries to that address are billed.

Customer
└── Ship-to Location
    └── Billing Profile
        ├── Markup %
        ├── Freight Rates (by distance)
        ├── Billable Items (unit costs)
        └── Billing Rules

Order Billing Calculation

When an order is created, the billing profile determines:

1. Base freight charge - Calculated from distance using freight rate tiers
2. Fuel billing - Whether fuel charges are included
3. Markup - Percentage added to base charges
4. Additional items - Stop charges, demurrage, pump charges, etc.
5. Itemization - Level of detail shown on the invoice

Integration Settings

Adapters

Adapters connect billing profiles to external data transformation systems. Select an adapter when the billing profile needs to format or transform data for export.

External Systems

External systems represent third-party billing or ERP systems. Link a billing profile to an external system to:

• Track which external system receives billing data
• Enable data synchronization
• Support third-party billing workflows

Best Practices

Naming Conventions

• Use descriptive names that indicate the profile’s purpose (e.g., “Standard Commercial”, “Premium Residential”, “Third Party - ABC Logistics”)
• Include customer or region identifiers for customer-specific profiles
• Prefix third-party profiles with “3P -” or “Third Party -” for easy identification

Rate Tier Design

• Create contiguous mile ranges without gaps (0-50, 51-100, not 0-50, 55-100)
• Review rates periodically to ensure they remain competitive and profitable
• Consider separate profiles for significantly different pricing structures rather than complex single profiles

Profile Organization

• Use the Active toggle to disable profiles that are no longer used rather than deleting them
• Clone existing profiles when creating similar configurations to save time
• Document the purpose of each profile in a consistent naming convention

Troubleshooting

Billing profile not appearing on Ship-to Location

• Verify the billing profile is set to Enabled
• Check that the profile belongs to the correct company
• Refresh the page to ensure the latest profiles are loaded

Freight charges not calculating correctly

• Verify freight rate tiers cover the delivery distance
• Check for gaps in mile ranges that might not have rates defined
• Confirm the correct billing profile is assigned to the Ship-to Location

Cannot edit billing profile

• Verify you have the appropriate permissions (BILLING_PROFILES role required)
• Check that you are logged in to the correct company account

Cloned profile missing freight rates

• Ensure the source profile has freight rates defined
• Check that the clone operation completed successfully (look for error messages)
• Try refreshing the page and reopening the profile