Month-End Billing Checklist for DTDC Franchises: 12 Checks
Twelve checks to run before you send client invoices: complete upload, every CN assigned and priced, lanes, weights, COD, DTDC amounts, GST details, numbering, preview and profit review.
By Courier Billing · · 9 min read
The checklist at a glance
- Upload the complete month
- Every CN belongs to a client or a walk-in
- No consignment shows “No price”
- Lanes look right on the outliers
- Heavy and bulky parcels use chargeable weight
- COD settings exist for every COD client
- No CN is missing its DTDC amount
- GST details are right for each client
- Preview totals match the annexure
- Generate, then send from the app
- Reconcile against DTDC's bill
- Review profit by client
Checks 1 to 8 happen before you generate anything. Check 9 and 10 are the invoice itself. Checks 11 and 12 come after, and they are where you find out whether your rates are working.
1. Upload the complete month
Why it matters. An export pulled on the 30th misses bookings made on the 31st, and those CNs then wait a whole month to be billed.
How to check. Export DTDC's booking details after the month closes and upload it in Billing → Booking Data. Courier Billing skips CNs it already has, so re-uploading an overlapping file is safe.
2. Every CN belongs to a client or a walk-in
Why it matters. An unassigned CN is DTDC cost with no revenue against it. It is the most common reason a month's profit looks low.
How to check. Filter Booking Data to Unassigned. Assign what belongs to clients; CPDP clients match by their code automatically, and CNs your staff saved in Client Bookings match on upload.
3. No consignment shows “No price”
Why it matters. A CN on a card or lane with no rate bills at zero. The app shows the gap instead of guessing a rate from another lane.
How to check. In Create Invoice, look for No price badges and add the missing card or lane in the client's Price Settings.
4. Lanes look right on the outliers
Why it matters. One town in the wrong lane under- or over-charges every parcel to it.
How to check. Sort the assignment table by service region and scan the destinations in each lane. A town in an unexpected lane usually means a location rule to fix once in Profile → Billing locations. See DTDC zones explained.
5. Heavy and bulky parcels use chargeable weight
Why it matters. A light but bulky parcel is charged by volume. Billing it by actual weight gives away the difference.
How to check. Sort by weight and spot-check the heaviest CNs. Courier Billing takes the highest of actual, volumetric and chargeable weight from the export.
6. COD settings exist for every COD client
Why it matters. A client with no COD percentage and no minimum is charged nothing for COD while DTDC still charges you its fee.
How to check. Check COD risk % and Minimum COD (₹) on each client who books COD. The COD charges guide has a break-even table.
7. No CN is missing its DTDC amount
Why it matters. A row without DSR_AMT shows no DTDC cost, so its profit looks too good and your month's margin is overstated.
How to check. Look for the amber Add DTDC amount chip in the DTDC (+GST) column and type the amount from DTDC's bill.
8. GST details are right for each client
Why it matters. The client's GSTIN and state decide whether the invoice carries CGST + SGST or IGST. A wrong state means a wrong tax split.
How to check. Confirm the client's legal name, GSTIN and address before generating. Courier Billing picks the tax split from these details; see the GST invoice guide.
9. Preview totals match the annexure
Why it matters. A correct grand total can still hide a CN billed to the wrong client.
How to check. Open Preview & Generate. Compare the consignment count with the client's own list and read freight, risk (COD), fuel and GST lines before you generate.
10. Generate, then send from the app
Why it matters. Invoice numbers are assigned when you generate, so a test invoice on your live account uses up a number.
How to check. Generate once you are happy with the preview. Download the PDF, or send it to the client on WhatsApp or email from the success screen. Practise on the demo, not on live clients.
11. Reconcile against DTDC's bill
Why it matters. Your margin is only as right as the DTDC cost behind it.
How to check. Compare the month's DTDC cost in Courier Billing with DTDC's invoice to you. A gap points to missing DSR amounts, or a fuel or COD rate in your agreement that differs from the defaults.
12. Review profit by client
Why it matters. Month-end is the one time you see every client's numbers side by side.
How to check. Open Analytics → Clients to compare revenue, profit and margin per client. A client whose margin keeps falling needs a rate conversation. The profit per consignment guide shows how the margin is built.
Make month-end shorter by working during the month
The checklist is fastest when the month's work is already done. Save each client's CNs in Client Bookings as they come in, and walk-in parcels in Walk-in Bookings, so upload day is matching rather than sorting. The CN billing guide explains the daily routine.
Frequently asked questions
When should I start month-end billing?
Start on the first working day of the new month, once DTDC's export includes the last day of the old one. Most franchises can finish client invoices in the first two or three days if bookings were saved during the month.
Can I invoice a client more than once a month?
Yes. You can invoice any set of assigned consignments whenever you like, for example weekly for a large client. Each CN can only be on one invoice, so nothing is billed twice.
Does the plan limit stop me uploading at month-end?
No. Uploads and basic analytics are free on every plan, even after a trial ends. Plans only count consignments on invoices you create in the month, so a busy month never blocks you from uploading or assigning.
What if a client disputes one consignment after I send the invoice?
Find the CN in the invoice's consignment annexure and compare it with the DTDC export: lane, weight and charges. Most disputes come down to the lane or the weight, and the annexure shows both.
Let the app do this math for every CN
Upload your DTDC booking export and Courier Billing prices each consignment from your own rate card, shows the DTDC cost beside it and builds the GST invoice. Uploads and basic analytics are free forever.