IceBossPro Blog — Ice Delivery Invoicing

Per-Bag Pricing on Ice Delivery Invoices

Ice is not one product at one price. You sell seven-pound bags, twenty-pound bags, block ice, and maybe dry ice, and the same twenty-pound bag might go out at one rate to a corner bar and a lower rate to a grocery chain buying pallets. If your invoicing cannot reflect that, you either flatten everyone to one price and leave money on the table, or you make the driver do mental math at the tailgate. This post explains how ice delivery invoicing software handles per-bag pricing so every invoice bills the correct rate automatically, by product, by account, and by volume tier.

A rate card per product, per account

Per-bag pricing starts with a proper product catalog. In IceBossPro each ice product — a seven-pound bag, a twenty-pound bag, a block, a bag of dry ice — is its own line item with its own default price and unit. On top of that base catalog, each account can carry its own rate card, so a wholesale customer's twenty-pound bag can be priced below the default while a one-off event account pays list. When a driver records “twelve twenty-pound bags” at a stop, the software already knows that account's rate for that product and prices the line without anyone entering a dollar figure. The pricing intelligence lives in the platform, which is exactly where it belongs.

Volume tiers reward the big accounts automatically

Wholesale ice runs on volume, and volume pricing means tiers: the first fifty bags at one rate, the next hundred at a lower one, or a flat wholesale price that kicks in above a threshold. IceBossPro lets you define tiered pricing so the correct rate applies based on quantity without the driver or the office calculating breakpoints. A distributor that takes two pallets gets its tier price automatically, and a small account that takes a dozen bags gets the standard rate — on the same route, from the same catalog. This is what lets you compete for high-volume accounts with real wholesale pricing while still protecting your margin on small drops, all without a spreadsheet of price breaks taped to the truck dash.

The driver records quantity, not price

A crucial design point: your driver should never touch a price. At the stop the driver enters what was delivered — counts by product — and nothing else. IceBossPro takes those quantities and applies the account's rate card and tiers to produce the priced invoice. This matters for two reasons. First, it keeps pricing confidential and consistent; a driver cannot accidentally quote or undercharge because the driver never sees the rate. Second, it keeps the field workflow fast, because entering counts is quick while looking up prices is not. The delivered quantity is the one number that must be right, and it is the only number the driver has to get right.

Surcharges, minimums, and one-off adjustments

Real invoices carry more than bag counts. Some accounts have a delivery fee, a fuel surcharge, or a minimum order that has to be enforced when a drop comes in light. IceBossPro can attach these to an account so they flow onto the invoice automatically alongside the per-bag lines — a delivery charge appears as its own line, a minimum tops the order up to the floor, and a fuel surcharge scales as configured. When a genuine one-off comes up, such as a promotional discount or a credit for a short delivery, you can add an adjustment line to that single invoice without disturbing the account's standing rate card. The everyday pricing is automatic; the exceptions are still under your control.

Change a price once, everywhere it applies

Ice costs move — a cold snap, a fuel spike, a supplier increase — and when your cost moves you need prices to follow without editing hundreds of invoices. Because IceBossPro drives pricing from a central catalog and per-account rate cards, you change the twenty-pound bag rate in one place and every future invoice picks it up. You can push a route-wide increase or adjust a single wholesale tier, and the change takes effect on the next delivery without touching anything already billed. That central control is what makes per-bag pricing sustainable at scale: the more products and accounts you run, the more a one-edit price change beats hunting through individual invoices to keep rates in sync.

Consignment pricing bills what actually sold

Not every account buys its ice outright at the moment of delivery. Convenience stores and marinas often stock your bags on consignment, meaning you own the product in their freezer until it sells and you invoice only for what moved. Per-bag pricing is what makes that model workable: at each visit the driver counts what is left, the software compares it against the last stock level, and the invoice bills the consumed quantity at the account's rate rather than the full restock. A twenty-pound bag pulled from a consignment freezer is priced exactly the same way as one sold off the truck, so you can run consignment and outright accounts side by side on one rate card without a parallel pricing system. The result is a consignment invoice that is precise to the bag, which protects your margin on product that would otherwise be easy to lose track of between the freezer and the register.

Priced lines that carry straight to the invoice and the ledger

Per-bag pricing is only worth the effort if the numbers land cleanly in your books. Because each priced line in IceBossPro is a real catalog item with a rate, a quantity, and a tax treatment, the invoice it produces is fully itemized — the customer sees twelve twenty-pound bags at their rate, the delivery fee, any tier discount, and the tax as separate lines rather than one lump total. That itemization flows through everywhere it needs to: onto the monthly statement, into the accounts-receivable ledger, and across to QuickBooks or your accounting system with each product and its revenue coded correctly. When you later want to know which products and which accounts drive your margin, the answer is already in the data because every bag was priced as its own line from the start. Getting the per-bag price right at the tailgate is what makes every downstream report — revenue by product, margin by account, tax collected — correct without a single manual adjustment.

For how these priced invoices roll up into one monthly bill per account, read Net-Terms Billing in Ice Delivery Invoicing Software.