How to Set Up Ad Hoc Charges for Work Orders in 3PL Billing

Ad-hoc charges let you bill a 3PL client directly from a work order's detail page in ShipHero. Use them to add per-hour, per-unit, or per-order charges for work completed — these flow automatically into the client's 3PL Billing portal when the work order is marked Done, and appear on their next generated invoice.

Table of Contents

• Before You Begin: Work Order Ad-hoc Charges
• Adding a Work Order Ad-hoc Charge
• How Work Order Ad-hoc Charges Appear in 3PL Billing
• Troubleshooting: Work Order Ad-hoc Charges

Before You Begin: Work Order Ad-hoc Charges

• Permission Requirements: Only ShipHero users with Billing or Admin permissions can add ad-hoc charges.
• Active Work Orders Only: Ad-hoc charges can only be added to work orders in an Open or In Progress status.
• Completed Work Orders: Once a work order is marked Complete or Done, new charges cannot be added. To add charges to a completed work order, click Re-open the work order, add the charge, then re-close it.
• Invoice Generation: Ad-hoc charges are added to the client's 3PL Billing portal after the work order status is updated to Done or Complete, and will be included in the next generated invoice.
• Editing and Deleting: Ad-hoc charges added via the work order page do not sync with the 3PL Billing portal after being sent. Edits or deletions made after re-opening a work order must be applied manually on both the work order page and the customer's 3PL Billing page.

Adding a Work Order Ad-hoc Charge

Using the Ad-hoc charges section on the work order's details page allows your accounting team and 3PL customers to cross-reference completed work easily.

1. Open the work order's details page and click Add new charge in the Ad-hoc charges section.
2. Fill in the required information:
   • Select the Unit: Per hour, Per unit, or Per order
   • Description of the charge (optional)
   • Quantity of units to be charged
   • Rate to charge per unit
3. Review the information for accuracy. The charge is automatically saved and a note is added to the work order's timeline for each edit.
4. To add multiple charges to the same work order, select Add new charge and repeat as needed.
5. Once all charges have been added, update the work order status to Complete using the Mark as done button.

How Work Order Ad-hoc Charges Appear in 3PL Billing

When an ad-hoc charge is added via the work order page, the system automatically categorizes it in the 3PL Billing page as an ad-hoc charge with the specific details entered.

To review the ad-hoc charges added to a customer's account:

1. Go to the 3PL Billing portal and open your customer's billing page by selecting their name. If you have multiple warehouses, open the corresponding customer page for the warehouse the work order was completed in.

2. The ad-hoc charge will show in the Current Ad-hoc charges section with the following details:

   Column	Definition
   Charge	Work order ID
   Date	When the work order status was updated to Done or Complete
   Unit	Type of unit being charged
   Qty	Number of units charged
   Unit rate	Cost per unit charged
   Total	Total cost: Quantity × Unit rate

   

3. The ad-hoc charges will be added to the next bill generated for the customer.

   

Troubleshooting: Work Order Ad-hoc Charges

• Charge not saving: Verify you have Billing or Admin permissions. Confirm the work order is in an Open or In Progress status — charges cannot be added to a Done or Completed work order without reopening it first.
• Charge not appearing on invoice: Charges are only included in invoices generated after the work order is marked Done. If the invoice was already generated before the work order was closed, the charge will appear on the customer's next invoice.
• Charge updated in one place but not the other: Ad-hoc charges do not sync between the work order page and the 3PL Billing portal after the work order is closed. If you edit or delete a charge in one place, apply the same change manually in the other.