Invoice Pricing

Goal #

See what each pallet cost alongside what’s on it, without opening the invoice in another tab.

Before you start #

• An invoice attached to the shipment. Price columns appear only when invoice data exists.
• Extracted packing data, since prices are matched onto packing lines.
• No configuration. Matching happens automatically once both documents are processed.

How It Works #

Trackberry automatically matches invoice line items to packing lines based on produce variety, calibre, and pack format. When a match is found, two additional columns appear in the packing details table:

A summary row at the bottom of the table shows the total value across all matched lines.

Both columns are shown by default when invoice data is present. You can hide them individually using the ⚙ Columns button in the packing details table — see Customizing Columns for details.

What Gets Matched #

Trackberry uses a two-stage matching algorithm to pair invoice items with packing lines:

Stage 1: Attribute Matching #

Each packing line is matched to invoice items sharing the same produce type. The match is then narrowed by:

• Calibre / size count — e.g., calibre “C” vs calibre “P”
• Box weight — e.g., 4 kg vs 10 kg boxes
• Variety — when the invoice prices two varieties at the same calibre and box weight, the variety breaks the tie

When these attributes uniquely identify an invoice item, the price is assigned directly.

Stage 2: Quantity Allocation #

When multiple invoice items match the same produce with no distinguishing attributes (e.g., two goldenberry prices at different quantities), Trackberry allocates prices based on the invoice quantities. It processes the packing lines in pallet order and assigns each line to the invoice item whose quantity it falls within.

For example, an invoice with 192 boxes at €12.00 and 576 boxes at €15.09 will assign the first pallet (192 boxes) to the €12.00 price. The remaining three pallets get the €15.09 price.

If a packing line has no matching invoice item, the price columns remain blank for that row. This can happen when the invoice uses different naming conventions or when not all items are invoiced.

Filling In Missing Packing Data #

Beyond pricing, Trackberry also uses the invoice to complete packing-line details the packing list itself left blank: box weight (and the net weight calculated from it), variety, and pack format. The packing list is always treated as the master document. The invoice only fills in gaps: it never overwrites a value already present on the packing list or one your team entered manually. Values filled in this way are marked as such in the packing details table and can be edited at any time.

Mixed Produce Shipments #

Shipments containing multiple produce types are fully supported. When a shipment has more than one produce type:

• A Produce column appears in the packing table showing a color-coded badge for each produce
• Invoice prices are matched per produce type — each product gets its own pricing from the corresponding invoice
• Separate invoices for different produce types within the same shipment are supported (e.g., one invoice for figs and another for goldenberries)

Invoice Total Check #

Trackberry includes an automated document check that compares the sum of matched invoice line items against the declared total on the invoice document. This catches extraction errors where prices, quantities, or line items may have been misread.

The check uses a 1% tolerance to account for rounding differences between per-line totals and the document’s grand total.

Enable or disable this check under Documents & checks → Document Checks in Organization Settings. See the Document Checks guide for more on configuring checks.

Invoice Matches Packing List Check #

Trackberry also compares the packing list and the invoice with each other. It flags shipments where they describe different produce, or where their total box counts differ by more than a small tolerance. Unlike the automatic data completion above, this check never changes your data — it flags the discrepancy for your team to review. See the Document Checks guide for details.

Two invoices for the same goods #

Sometimes a supplier re-issues an invoice under a new number, for example to correct one price. From the documents alone, Trackberry can’t tell a corrected re-issue from two genuine partial invoices, so both stay current and the invoices together count more boxes than the packing list holds. The check then fails.

When two current exporter invoices list the same goods, in the same currency and under different numbers, the failing row asks you which case it is. The row names both invoices and shows three buttons:

• Keep the newer invoice’s number. The older invoice is replaced.
• Keep the older invoice’s number. The newer invoice is replaced.
• Both are separate invoices. Both stay, and Trackberry doesn’t offer the pair again.

Replacing an invoice marks it as superseded, removes its line items from the shipment, notes both invoice numbers and totals in the activity log, and runs the checks again. Only admins and owners see these buttons.

To undo a replacement, open the Documents card and click Keep both invoices under the replaced invoice. Both then count toward the shipment’s totals again. Once the shipment has arrived, its invoices can’t be changed, so settle the pair before then.

Tips #

• Invoice prices appear automatically — no configuration needed once the invoice and packing list are processed
• Multiple currencies are supported; each invoice uses the currency detected from the document
• The invoice total also stands in for a shipment’s value on the shipments list until boxes are priced by pre-allocation
• Make sure invoice documents are processed before reviewing pricing data on the shipment page