A cold store may finish weighing, labeling or sorting for a depositor without the records reaching billing staff. A warehouse management system (WMS) can connect completed services to the depositor and their billing status. The aim is to collect agreed charges completely, not add services the customer never authorized.
1. Define services and billing units
Establish the contracted service list, rates and effective dates before linking them to warehouse work.
Separate included and additional work
Identify services already included in storage charges and those needing separate authorization. This avoids duplicate charging.
Use the appropriate unit
Weighing may be charged per event and labeling per item. Agree minimums, cancellations and corrections with the depositor.
Sources: [1]
2. Capture evidence at completion
Each entry should link the depositor, job, relevant goods, service quantity and confirmer.
Move from task to billable record
Separate pending work, completed work awaiting review and approved billable work. Creating a job does not prove it is finished.
Retain changes
Quantity corrections and cancellations need reasons and authorization. Keep the accounting-transfer status so the same entry is not sent twice.
3. Reconcile completed work with each invoice
Identify agreed, supported services that remain unbilled and keep disputed items separate.
Illustrative calculation
Labeling 500 items at an agreed THB 2 each produces THB 1,000 of service value before other applicable contract items.
Review revenue and margin
Track days awaiting billing and omitted entries, then review labor, materials and rework. Additional service revenue is not all additional profit.
Sources: [1]
Frequently asked questions
Where should a search for unbilled services start?
Compare confirmed completed jobs with invoice lines and depositor agreements. Separate included services, disputes and entries still awaiting evidence.
Must accounting integration happen immediately?
Start by reconciling one service type if appropriate, then agree data transfer, approval and accounting acknowledgments within the project scope.
Explore WMS Cold Chain service records
Compare service jobs, an agreement and one billing period to identify the evidence needed for complete, agreed charges.
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References
Information and sources reviewed: 9 October 2026