What you'd export.
Reports you can already run, for one closed billing month and the client accounts in scope. After the agreement is signed, the reports go into the folder it names — one you control, or one we set up for your review. This looks at how extra work moves from request to invoice: the process, not the people who run it.
The files
Names are a suggestion, not a requirement — Excel or CSV both work. Write the month as YYYY-MM.
- Invoice lines
- The month's invoices with line detail, and any credits or adjustments. 01-invoices-2026-08.xlsx
- Work records
- Work orders, task records or activity reports for the month — including ad-hoc and manual charges. 02-work-2026-08.xlsx
- Rates and terms
- The rate card or billing setup for each client in scope, and the signed contract pages that mention extra work. 03-rates-<client>.pdf
- Requests
- A spreadsheet of the month's requests (date, client, what was asked) or the request folder exported from the mailbox. Note any phone or in-person requests you know of. 04-requests-2026-08.xlsx
- If you keep them
- Supervisor notes, labor sheets or photos for special work, and a list of anything waived on purpose. 05-notes-2026-08 (any format)
Where to find them
Where these reports usually live. Menu names change between versions — confirm in your account; we agree the exact files with whoever runs the reports before signing.
Extensiv (3PL Warehouse Manager / Billing Manager)
- Invoices: Billing → Invoices, filtered to the month and client → export to CSV with line detail.
- Activity: the Transaction Register report for the month, per client → export.
- Charges: Billing Manager → charges for the period, including manual charges → export.
- Rates: the client's billing setup or rate sheet (export or screenshot), plus the signed contract.
ShipHero (3PL billing)
- Bills: 3PL Billing → the month's bills per client → export.
- Work orders: Work Orders, filtered to the month → export, including attached ad-hoc fees.
- Ad-hoc fees: the fee templates and the fees applied in the period.
QuickBooks (invoices)
- Reports → Sales by Customer Detail (or Invoice List) for the month → Export to Excel.
The mailbox folder (if your admin can export it)
- Google Workspace: Google Takeout (or Vault) for the label and date range → .mbox.
- Microsoft 365: Outlook → export the folder for the date range → .pst, or a Purview content search export.
- A forwarding alias isn't enough on its own — it misses earlier thread context, attachments and cancellations.
Requests, if there's no mailbox export
- A spreadsheet of the month's requests works: date, client, what was asked, who took it. If it helps, we can build it with you on a short screen-share.
- Phone and walk-up requests won't be in any mailbox — add the ones you know of.
Other systems, a homegrown WMS, or spreadsheets
- Any export that lists invoice lines, work done and dates may do — CSV or Excel. Describe what you have on the fit call (no records needed); we agree the files before signing.
If your records need cleanup before they can be compared, we say so and quote it before anything is agreed. How records are handled →
Send nothing until the agreement is signed. No credentials, no access to your systems or inbox.