Fleet Billing & Invoicing
Fleet billing and invoicing software for courier firms
Turn the days your drivers worked into accurate driver invoices every period, without rebuilding them in a spreadsheet.
Qinetic holds each driver's agreed rate, builds their self-bill with additions, deductions and approved expenses, keeps the PDF, shows it to the driver and tracks payment. Your accounts package stays where it is.
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Controlled driver self-billing
Build, review and retain self-bill invoices with clear rates, additions, deductions and approved expenses.
Where courier billing goes wrong
Courier firms don't have one invoicing problem; they have two. Money coming in from customers, and money going out to drivers. Accounting software handles the books well, but it doesn't know which driver worked which days at which rate, which fuel receipt was approved, or which parking ticket was agreed as a deduction.
So the driver side ends up in a spreadsheet. Rates get copied wrong, a deduction is forgotten, a driver invoices for a day they were stood down, and every Friday someone reconciles it all by hand. When a driver disputes their pay, there's no single record that shows how the number was reached.
Qinetic runs the driver side properly, from the agreed rate to the payment, and leaves the company accounts to your accounts package.
From days worked to a paid invoice
Days and jobs become invoices. Invoices become payments.
Agreed rates
Each driver's daily or job-based rate is held on their record.
Review the period
Billable days come from the driver's availability. Add bonuses, deductions and approved expenses.
Approve and send
Preview each invoice line by line, finalise it, and the PDF is kept and emailed to the driver.
Pay and record
Track payment status. On Pro, pay approved invoices directly from Qinetic.
What's included
Driver rate cards
Different rates for different drivers, held against each driver and used for every invoice.
HMRC self-billing
Self-bills for VAT-registered subcontractors follow HMRC's self-billing rules; non-registered drivers are billed without VAT.
Additions and deductions
Bonuses, agreed recharges and corrections shown openly on the invoice, not buried in a total.
Approved expenses (Pro)
Fuel, parking and other receipts that pass approval can be added to the right driver's invoice.
PDF, email and driver access
Every finalised invoice is kept as a PDF, emailed to the driver and visible in their app with payment history.
Customer invoices and accounts
Customer invoicing is available for supported workflows, and accounting integrations are scoped to fit your package.
Fleet billing software vs accounting software
They do different jobs. Accounting software keeps the books: VAT returns, the ledger, the bank. Qinetic keeps the operational record behind each driver invoice: who the driver is, the rate you agreed, the days they worked, what was added or deducted and why, the final PDF and whether it's been paid.
Most courier firms need both. The mistake is using a spreadsheet as the bridge. With Qinetic, the driver side is controlled at source, and approved records can be handed to your accounts package.
If you're searching for "accounting software for a courier company", this is usually the missing piece: not a new ledger, but a proper way to run driver pay.
FAQs
Can different drivers have different rates?
Yes. Each driver's agreed daily or job-based rate is held on their record and used for their invoice lines.
Does it follow HMRC self-billing rules?
Yes. Self-billed invoices are generated to support standard HMRC self-billing arrangements with VAT-registered subcontractors. Read our guide to HMRC self-billing for couriers.
Is Qinetic accounting software?
No. It runs driver billing and payments and connects approved records to your accounting process. It doesn't replace your company accounts.
Does it integrate with our accounts package?
Accounting integrations are scoped to fit your package and approval process. Talk to us about yours.
How much does it cost?
Driver self-billing is included in Core at £5 per active driver per month. Pro, at £8, adds expenses and direct driver payments. 14-day free trial.
Run next week's driver invoices in Qinetic
Set up your drivers and rates, run a period, and compare it with your spreadsheet. Free for 14 days.
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