Billing

Find and read your invoices

Billing lives at one route for everyone, but what you get depends on who you are. If your organization is billed by a carrier on Conterminal, you get a read-only list of the invoices addressed to you, a detail page per invoice, and a PDF. This is that screen — what it filters by default, what the aging column means, and why the list can look empty when you know the invoice exists.

8 minute read · Updated July 27, 2026

Two defaults hide invoices on arrival.

The list opens on Last 90 Days, measured against the invoice date, and it only ever shows four statuses: Sent, Overdue, Partial, and Paid. An invoice older than 90 days is not missing — it is out of range. Before you report a missing invoice, widen the date range.

Opening the invoice list

Open Billing from the left sidebar or from your account menu. The entry is labeled Billing in both places, and it is only rendered when your workspace has billing access — so if you cannot find the link, that is the answer, not a navigation problem. Jump to Who can see billing below.

Everyone lands on the same route. The server then decides which of two screens to render. A carrier tenant that issues invoices gets the internal accounts-receivable workbench, headed Billing & AR, with drafts, void invoices, an unbilled-charge queue, and QuickBooks export status. A billed party gets the screen described here, headed simply Billing. If your heading reads Billing & AR, you are on the issuer side and this article is not the one you want.

Two layouts for billed parties

The billed-party screen renders one of two ways depending on your organization type. The data is identical; the framing is not.

Importer workspaces: Subtitle reads “N invoices in the selected view.” A three-metric strip across the top: Open balance, Overdue balance, and Paid in view, each with an invoice count. No left filter sidebar on desktop — the search box, invoice-date, due-date, and status controls all sit in the top bar. The invoice list’s second column is labeled Bill To.
Every other workspace: Subtitle reads “View and download your invoices.” Three summary cards: Outstanding, Overdue (shown only when something is overdue), and Paid This Year. A left filter sidebar on desktop, and a collapsible Billing access panel at the bottom of the page. The second column is labeled Customer.

The summary numbers describe the view, not your account.

Every figure in the cards and in the strip is computed from the rows currently loaded — which means the active date range, the active status chips, and the 100-row page size all shape them. Paid This Year is the trap: it counts only paid invoices already on screen, so on the default 90-day range it will almost always under-report the year. The importer strip is more honest about this and calls its third figure Paid in view. Do not reconcile against these numbers. Reconcile against the invoices themselves.

Filtering and aging buckets

Pick a status. The chip row offers Sent, Overdue, Partial, and Paid, each with a count. Chips are multi-select: click to add, click again to remove, and leave them all off to see all four. Drafts, void invoices, and the carrier's unbilled charges are removed server-side and cannot be turned on. On a phone the chips collapse to a single Status dropdown that starts on All statuses and only accepts one status at a time.
Set the date range. The Date control offers Last 7 Days, Last 30 Days, Last 90 Days, Last 180 Days, Last Year, and Current Year. It filters on the invoice date, not the due date or the service date.
Search by number or party. The search box is placeheld Invoice #, bill to... and that is exactly what it matches: the invoice number and the bill-to organization name. It does not search container numbers, tracking numbers, references, or line-item text.
Sort. Every column header in the desktop table is a sort control — Invoice #, the bill-to column, Amount, Balance, Status, Aging, Invoice Date, and Due Date. The list opens sorted by Invoice Date, newest first.
Load the rest. The footer reads Showing 100 of 412 invoices or similar. Load more invoices raises the page size by 100 and re-runs the query.

“Last Year” is the previous calendar year, not the last twelve months.

Selecting it sets the window to January 1 through December 31 of the year before this one, and therefore excludes everything issued this year. It is a narrowing filter, not a widening one. To reach back across the current year use Current Year; to see recent history use Last 180 Days. There is no preset that reaches further back than the previous calendar year, so an invoice from two or more years ago cannot be surfaced through the date menu at all — see Finding a pre-migration invoice.

Reading the aging column

Aging is calculated from days past the due date, not days since the invoice date, and it is deliberately blank for anything that is not owed.

Current: The due date is today or later, or the invoice carries no due date at all. A blank due date lands here rather than in an overdue bucket.
1-30d · 31-60d · 61-90d · 90+d: Days elapsed since the due date passed. These are the same five buckets the carrier sees on the issuer side, so the number you read matches the number they read.
No badge at all: The invoice is paid or void, or its outstanding balance has reached zero. An empty Aging cell is a good sign, not missing data.

Two filter controls on this screen do nothing.

The Invoice Date and Due Date sections in the filter panel offer Today, This Week, and Next Week buttons. Their counts are hard-coded to 0, and the selection is never applied to the invoice query — clicking one changes the URL and the little active-filter badge but returns exactly the same rows. Use the Date control in the top bar instead. Separately, the aging bucket filter is hidden for billed parties along with the carrier-only Bill To, Charge Type, and QB Export Status filters, so you can sort by Aging but not filter by it.

A dash in the Balance column does not mean zero.

The table prints — in Balance whenever the balance equals the full amount, which is the normal state of an invoice with no payments recorded against it. A fully unpaid invoice and a fully settled one are easy to confuse at a glance. Read the Status chip, or open the invoice, before you conclude anything.

When a filter combination returns nothing, the table replaces itself with No invoices match your filters, “Try adjusting your filters or selecting a different date range,” and a Reset filters button that returns every control to its default.

Opening one invoice

Click anywhere on a row to open it. Hold Command or Control while clicking to open it in a new tab instead — useful when you are working a batch and do not want to lose your filters. On a phone each invoice is a card and the whole card is the link.

The detail page opens with the invoice number in monospace, the status pill beside it, and the dates underneath as Invoice Date: and Due:. If the invoice carries an external reference — typically your own purchase order or file number — it appears on a third line as Reference:.

Summary row: Four figures: Subtotal, Fuel Surcharge, Total, and Balance Due. Balance Due turns green once it reaches zero.
Line Items: Columns are Description, Qty, Rate, FSC, and Amount. Rows are grouped under a header band per tracking number, with that group’s references shown beneath it when the line items carry any.
Amount arithmetic: The Amount column is the line amount plus that line’s fuel surcharge, so the FSC column is informational — do not add it again. A line with no surcharge shows a hyphen rather than $0.00.
Payment History: Only rendered when at least one payment exists. Each entry shows the payment method in capitals, the reference number after a # when there is one, the payment date, and the amount in green.

The page closes with a contact block: “Questions about this invoice? Contact us at billing@conterminal.com.” That address is the right one for a dispute or a rate question. Use support@conterminal.com only when the screen itself is misbehaving.

The detail page re-checks two things before it renders anything: that the invoice is billed to your organization, and that its status is one of the four visible ones. If either check fails you get the standard not-found page — the same response you would get for an invoice number that does not exist. This is deliberate. A 404 here does not tell you whether the invoice exists, only that it is not yours to read.

Printing or downloading the PDF

Open the invoice and select Download PDF at the top right. The server renders the PDF on request and returns it as an attachment named after the invoice number, so your browser saves it rather than displaying it.
The same ownership and status checks run again on the download. A request for an invoice that is not yours, or one in a status you are not shown, is refused as Invoice not found rather than as a permission error.
Send the PDF to accounts payable. It is the only rendering of the invoice that is stable enough to file — it does not depend on your filters, your screen width, or your browser.

The Print button is not a print-optimized invoice.

Print simply triggers your browser's print dialog on the page as it stands. There is no print stylesheet for this screen, so navigation chrome, sidebars, and interactive controls come through into the output and long line-item tables break across pages wherever they happen to land. Use Download PDF and print that instead. See printing documents for the document-side equivalents.

Finding a pre-migration invoice

Invoices raised before your carrier moved onto Conterminal are still readable. They live in a separate archive but they are merged into the same list, so you do not have to go looking for a second screen. You can recognize them two ways: their number is printed with a leading #, and their detail page carries an amber banner reading Historical invoice from previous billing system.

Widen the date range first. Archived invoices obey the same 90-day default as everything else. Switch to Current Year or Last 180 Days before you decide an invoice is absent.
Search the bare number. Type the digits without the #. The search is a substring match on the printed number, so the digits alone will find it and the hash is not required.
Go straight to it if you know the number. Archived invoices are addressed by their own number rather than by an internal identifier, so /protected/billing/legacy/48120 opens invoice 48120 directly. This is the only reliable way to reach an invoice that is older than every available date preset. It still enforces the same ownership check, so it is safe to try.

How an archived invoice reads differently

No PDF, no Print: Neither button exists on an archived invoice. The PDF renderer only knows how to draw invoices raised in Conterminal. To send one on, use your browser’s own print-to-PDF, or ask your carrier for the original.
Grouped by container: Line items are banded by container number rather than by tracking number, and the columns are Description, Rate, FSC %, FSC $, and Amount — a percentage as well as a dollar figure for the fuel surcharge.
Payments read as Receipt or Discount: Each payment row is tagged Receipt or Discount, and the Reference column holds the check number. A settled invoice shows a Paid in Full pill instead of a Balance Due line.
An assumed due date: Archived records carry no stored due date, so the list treats it as the invoice date plus 30 days and derives both the overdue status and the aging bucket from that. Treat the aging on an archived row as an estimate and confirm terms with your carrier.

Two conditions silently exclude an archived invoice. Only posted invoices are ever returned — an unposted one is classified as a draft and drafts are stripped from your view. And the archive is matched to you through your organization's legacy customer number, so if that link was never set, every archived invoice returns not-found no matter how you reach it. If you can see current invoices but no historical ones at all, that missing link is the first thing to have support check.

Who can see billing

Billing is gated twice — once on whether your workspace has billing at all, and again on whether a billed-party organization can be resolved for you. That produces three distinct outcomes, and telling them apart saves a support round-trip because they need three different fixes.

1 · You land on the sign-in page: Your session was not valid when the page loaded. Sign in again and retry. Nothing is wrong with your permissions.
2 · You land on “Access Denied”: The page reads “You do not have permission to view this page. Please contact your administrator if you believe this is an error,” with Return to workspace and Sign out buttons. Your workspace has no billing capability — see below for which reason applies.
3 · Access Denied with reason=missing_portal_membership: The same page, but the address bar carries that reason. It means the first gate passed and the second failed: billing is enabled for you, but no billed-party organization could be resolved. Quote the parameter verbatim to support — it is the fastest signal that this is a membership-wiring problem, not a permission one.

Outcome 2 has three separate causes, and only one of them is something an administrator can flip:

Your workspace type never gets billing. Freight forwarder, warehouse, and personal workspaces have billing switched off structurally. No membership setting overrides this, so asking an administrator to enable it will not work.
Your membership does not include billing. For importer and other billed-party workspaces, billing follows a per-member setting. A tenant admin can turn it on for you. This is the case worth asking about.
Your role is too low on a carrier workspace. On a carrier tenant, billing is reserved for tenant admins and tenant managers. A tenant user does not get it regardless of any other flag.

The quick self-check is the navigation. The Billing entry is rendered from the same capability the page checks, so if it is absent from your sidebar and your account menu, you will be denied at the route. For the general version of this diagnosis, see why you cannot see a page.

Troubleshooting

The “Billing access” panel at the bottom is amber and mentions tenant admin

Expand it and you will most often see “Billing access confirmed” with “Your tenant membership is linked to <your organization>. Tenant admin role is still required for billing settings changes.” For a billed party this is the normal, healthy state — the sentence refers to issuer-side billing configuration you have no reason to touch, and the amber styling is not a warning about your access. Read the title, not the color. The panel is collapsed by default and is not rendered at all on importer workspaces.

The whole page says “Billing access is currently unavailable for this account”

This is the in-page denial, and it always carries an Access diagnostics block naming the reason. “Organization not found” means your account could not be matched to an organization at all and reads “We could not match this account to an organization. Contact Conterminal> support.” “Billing access is turned off” means your membership excludes billing and reads “Your membership does not include billing access. Ask your tenant admin to enable it.” A machine-readable Access state line sits underneath — copy it into your support message. A Return to workspace link takes you back to non-billing work.

An invoice number you were given is not in the list

Work the four causes in order. It is outside the date range — the default is only 90 days back. It is filtered out by a status chip you left on. It is a draft or a void invoice, which billed parties are never shown, and your carrier may have quoted a number before sending it. Or you are searching a container or tracking number: the search box matches the invoice number and the bill-to name only. For an archived invoice, drop the leading # and search the digits.

A link to an invoice opens the not-found page

The detail page requires that the invoice be billed to your organization and be in one of the four visible statuses. A forwarded link to another party’s invoice, or to one that is still a draft or has been voided, fails as not-found rather than as a permission error, so the page cannot tell you which it was. Ask your carrier to confirm the invoice was actually sent, and that it was addressed to your organization.

Download PDF returns “Invoice not found”

The download re-runs the same checks the page did. Seeing it after the page rendered normally usually means the invoice changed status — most often it was voided — between the page load and the click. Reload the invoice list and look for the row again.

Aging is blank on an invoice that is clearly late

Aging is suppressed for invoices that are paid or void and for any invoice whose outstanding balance has reached zero. If the balance is genuinely open, check the Due Date column: an invoice with no due date is classified as Current no matter how old it is. Archived invoices have no stored due date at all and are aged from invoice date plus 30 days.

The summary totals do not match your accounts payable

They are not meant to. Every figure is computed only from the invoices currently loaded — filtered by the active date range and status chips, and capped at the current page size. Widen the date range, clear the status chips, and press Load more invoices until the footer count stops rising before comparing anything.

Clicking Today or This Week under Invoice Date changes nothing

Correct, and it is not your browser. Those buttons are wired up in the panel but their selection is never applied to the invoice query, and their counts are hard-coded to zero. Use the Date control in the top bar for any date narrowing.

Nothing older than last year can be reached

The date menu stops at the previous calendar year, so there is no filter combination that reaches further back. If you know the number of an archived invoice, open /protected/billing/legacy/<number> directly. Otherwise ask your carrier for the invoice, or ask support to confirm the archive is linked to your organization.