Quarry Weighbridge Tickets to Invoices
Common quarry paperwork problems, and how business rules applied after your weighbridge software can help solve them
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Quarry Weighbridge Paperwork Problems We Can Help Solve
Most quarries share the same headaches after the truck leaves the weighbridge: dockets retyped into invoicing, cartage missed, loads going out to customers on hold, and stockpile figures nobody trusts. We can help solve them.
Your weighbridge and its certified software stay as they are; trade measurement rules govern them. Our work starts after the weighbridge software has processed the ticket. We apply your business rules to that ticket data (pricing, cartage, carrier payments, account holds, stockpiles) and connect it to your accounting software or ERP, dispatch and reporting.
We don't sell a quarry software package. Every quarry's systems and rules are different, so each solution is a custom build around what you already run. It draws on the same experience as our forestry export system, which has received weighbridge ticket data from the weighbridge system since 2015. For the general service, see weighbridge integration.
Common Quarry Pain Points
If several of these sound familiar, we can help solve them.
Dockets typed in twice
The weighbridge prints the docket, then someone keys it into invoicing. A wrong product code or price on one docket turns into a disputed invoice weeks later.
Cartage is easy to miss
Delivered loads need a cartage charge to the customer and a payment to the carrier. When those are worked out separately from the ticket, one of them gets missed or doesn’t match.
Loads for accounts on hold
The accounts team put a customer on hold, but nobody at the gate or in dispatch knew. The load goes out and the debt grows.
Stockpile figures you don’t trust
Sales come off the weighbridge, production comes from the plant, and the stockpile number lives in a spreadsheet. By the time someone reconciles it, it’s out of date.
Carrier payments take days
Haulage contractors are paid from a spreadsheet built by hand from dockets, so pay runs are slow and disputes are hard to settle.
Every site does it differently
Each pit or depot uses its own codes and spreadsheets, so nobody can see tonnes, revenue or margin across the business without a week of work.
How We Can Help: Business Rules After the Weighbridge
Once the weighbridge software has processed a ticket, rules like these can do the work people now do by hand. Which ones you need, and how they're built, depends on your systems; each solution is a custom build.
1. Pricing rules
Each processed ticket is priced from the customer’s price list for that product, ex-bin or delivered, and becomes an invoice line in your accounting software, with anything that doesn’t match flagged for a person to check.
2. Cartage and carrier rules
Where you deliver, cartage is charged by tonne, load or zone. Where a haulage contractor did the run, their payment is worked out from the same ticket, with recipient-created tax invoices if you use them.
3. Account status rules
Customers on hold, over their limit or cash only are made visible before loading where your systems allow it, and tickets for those accounts are flagged for review before they’re invoiced.
4. Stock and stockpile rules
Outbound tonnes come off the right stockpile, so tonnes by product, customer, carrier and site are visible the same day, not after month end.
5. Exception rules
Missing order numbers, unknown products, unusual weights for a truck or a site that didn’t send its tickets are listed for a person to sort out, instead of being found at month end.
The Work Sits Between Your Systems
Most quarries already have good software for each job. The trouble is the gaps between them, which get filled by people retyping dockets and checking spreadsheets. We pass the ticket data between:
Ticket data from the weighbridge system
The weighbridge and its certified software hold the weights and issue the ticket, and stay the record of the weight. We take the issued ticket data from there; we don’t change the weighbridge or its software.
Dispatch, orders and ticketing
Where orders, delivery jobs, trucks and carriers are set up, whether that’s part of the weighbridge package, a separate dispatch system or a spreadsheet.
Accounting software or ERP
Customer accounts, price lists, credit limits, invoices, carrier bills and the general ledger.
Reporting
Tonnes, revenue and stockpiles by site, product and customer, from one set of figures.
Several Sites, One Set of Numbers
Many quarry businesses run more than one pit, sand plant or depot, often with different weighbridge software at each, and different codes for the same product or customer. We bring tickets from every site into one place with consistent product, customer and carrier codes, so invoices, stockpile figures and reports line up across the business while each site keeps its own weighbridge.
That's the same problem our forestry export platform solves: it has received weighbridge ticket data from the weighbridge systems at multiple sites since 2015, with each ticket driving payments, stock and reporting. Read the forestry weighbridge case study.
When tickets, contract tonnages and invoices don't agree, the cause is usually upstream of the accounts. Our article on weighbridge tickets, contracts and invoices that don't line up walks through the common causes.
Quarry Weighbridge FAQs
Still Re-Keying Quarry Dockets?
Tell us what weighbridge software you run, how many sites, and where dockets end up today. We'll tell you honestly whether we can help solve it, and what a custom build would involve. Prefer a full review first? See our Process & Systems Audit.
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