Martide makes it easy for manning agents to send invoices to your clients. Here’s how to do that.

Your Sales Invoices page

Log in to your Martide account and click on Sales Invoices in the menu on the left hand side of the screen. You will see a page that looks like this:

screenshot showing the manning agent invoice page.

Here you can:

  • See all of your sales invoices by month and year.
  • See the name of the employer.
  • See the invoice number.
  • See the total costs.
  • See the status.
  • Add a new sales invoice.
  • Filter your invoices by vessel, invoice and status.
  • Click on the down arrow icon to see more information about each invoice.

How to add a new invoice

Click the +Add sales invoice button at the top of the page:

screenshot showing the add sales invoice button.

That will take you to this page:

screenshot showing a new invoice page.

Here you can:

  • Select the vessel name you want to send an invoice for.
  • Select the invoice date.
  • Enter the invoice number.
  • Select the invoice currency.
  • See the invoice’s status: Draft or Sent
  • Save the invoice as a draft or save it and send it to the client. (In our example that’s Martide.)

When you enter a date for the invoice it will automatically bring up the list of ranks/seafarers who worked on the vessel that you are sending an invoice for.

You need to select the dates the seafarer left home and arrived home.

Take a look at our example:

screenshot showing new seafarers added to an invoice.

As you can see from the image above we have:

  • Entered the vessel name (Banshee.)
  • Entered the invoice date (July 2021.)
  • Entered the invoice number (12.)
  • Entered the currency (Euros.)
  • Entered the left and arrived home dates for the first two seafarers. We still need to enter the 3rd seafarer’s dates.

When you’ve entered all the dates, either click Save as draft or Save and send to Martide.

screenshot showing the save button.

When you save and send an invoice the page will change:

screenshot showing the add expense button.

Here you can:

  • See your name, the name of the vessel and the invoice date.
  • Add an expense to the invoice by clicking the Add expense button.
  • See that the status has changed.

How to add an expense to an invoice

Open an invoice and click the +Add expense button. You will then see this:

screenshot showing the add expense button.

Click Add expense again and you will see this:

screenshot showing a new expense added to the invoice

Here you can:

  • Select the expense type: Manning fees, working gear, certificates and licenses, medical and travel.
  • Select the currency.
  • If the currency you select is USD the rate box will disappear. If you select another currency you will need to enter the exchange rate.
  • Delete the expense using the trash can icon on the right.
  • Upload a file or attachment - for example a copy of an invoice or receipt - using the Upload from computer button.
  • Add the seafarer that the expense is for by clicking +Add seafarer. You can then add the expense.

For example:

screenshot showing a seafarer added to an expense

In the image above you can see we’ve selected Travel as the type of expense, we’re invoicing in USD and we’ve added a seafarer. Now we can see 3 boxes: Units, Price and Total.

Enter this information and upload any documentation or receipts for this seafarer’s expense. For example:

screenshot showing an expense with the total sum.

Here you can see that we’ve added 1 ‘units’ (i.e. 1 flight) that cost $500 USD for our seafarer. We also uploaded the travel agent's receipt.

We’ve kept our example simple but you can add as many seafarers and upload as many documents as you need to for each expense. You can also add as many expenses as you need to that particular invoice.

When you’ve finished click Save changes at the bottom of the page:

screenshot showing the save changes button.

How to check an invoice’s details

Go back to the main Sales Invoice page and click on one of the arrow icons to the right of a month. That will show you all invoices for that month:

screenshot showing the arrow icons

Like this:

screenshot showing the invoices for a certain month

To edit an invoice, click on it and you will be taken back to its page.

How to filter invoices

Go to the main Sales Invoice page:

screenshot showing the filter buttons

Here you can:

  • Filter invoices by Vessel, Invoice number and Status.
  • Remove all the filters by clicking the blue Filters button at the top. Click it again to get them back.

Each filter has a drop down box that lets you select an option. For example, if you want to filter by vessel, click the Vessel box and you will see a list of all of your vessels:

screenshot showing the vessel drop down box

That’s it. You should now be able to send Sales Invoices but if you have any questions, please get in touch with us at support@martide.com