Expected Release date: 19 October 2026

Overview

The TRIPS Web Xero Integration is expected to be released on 19 October 2026, and it brings changes to how invoices and transactions are managed in TRIPS Web.

These changes support the new Xero integration and give you a more consistent, scalable invoicing experience. You will see updates to the Client Profile and Verification pages, reporting fields in the custom report builder, plus two new pages: Invoices and Transactions.

Your overall workflow stays familiar. This guide explains what is changing, where to find it and what you need to do before release. Please review it with your team ahead of 19 October.

What's changing at a glance

Area	Change	Action needed?
Global	New Invoices page and new Transactions page	Familiarise your team
Client Profile	Invoices & Charges and Transactions tabs now open the new pages	No
Client Profile	New "Pay for a booking" options to prepay bookings	Optional - new feature
Client Profile	New "Prepayment" column on the booking list	No
Verification	"Amount Asked" renamed to "Expected cost"	Update any team instructions
Verification	New "Actual cost" column	Use only when the cost differs from the expected cost
Verification	Linked transactions show the amount collected and a "View Transaction" link	No
Verification	"Invoice Total" column removed	No
Reporting	total_cost is now expected_cost	Yes - update your saved reports
Reporting	actual_cost has been added to the custom report fields	Optional - add this field to your saved reports
Reporting	cost_to_invoice has been added to the custom report fields	Yes - if not using Xero, add this field to your EOM and Invoicing reports

Global changes

Two new pages are being added to TRIPS Web: Invoices and Transactions.

• Invoices - one place to view and manage a client's invoices and charges.
• Transactions - one place to view, add and edit payments, including payments recorded by drivers in the driver app.

As well as being able to select the two new pages from your navigation menu, you can reach both pages from the existing links on the Client Profile and the Verification page, so you won't need to learn new menu paths.

New Invoices page

New Transactions page

Changes on the Client Profile

The Client Profile gains prepayment options and a new column; the existing tabs now open the new pages.

Invoices & Charges and Transactions tabs

Click this on the Client Profile	You'll now go to
Invoices & Charges	The new Invoices page
Transactions	The new Transactions page

New: prepaying a booking

You can now record a payment against a booking before the trip takes place. There are two ways to do it.

Option 1 - "Pay for a booking" on the Client Profile

1. Open the client's profile and click Pay for a booking.
2. The Transactions page opens. Use the drop-down list to search for and select the booking.
3. Enter the amount, payment method, receipt number (if applicable) and any comments.
4. Save the transaction.

“Pay for a booking" link on the Client Profile

Option 2 - "Pay for a booking" action on a booking

1. On the client's booking list, open the actions for the booking and click Pay for a booking.
2. The Transactions page opens with the booking already selected and the amount already added.
3. Add the payment method, receipt number (if applicable) and any comments.
4. Save the transaction.

"Pay for a booking" action on a booking

New "Prepayment" column on the booking list and client’s profile

A new Prepayment column appears on the booking list tab on the “All Bookings” page and the “Bookings” tab on a client’s profile. Once a booking has been paid for, this column shows that the booking has a linked transaction and has been paid.

Client booking list with the Prepayment column

All Bookings page list with the Prepayment column

Changes on the Verification page

The Verification page's cost columns are changing; one is renamed, one is added and one is removed.

Column changes

Before release	After release	What it means
Amount Asked	Expected cost	Renamed only. Shows the cost recorded at the time of booking.
–	Actual cost (new)	Use only when the real cost differs from the expected cost. This is the amount used for invoicing.
Invoice Total	Removed	If you report on invoice totals, see Updating your saved reports below.

Verification page with Expected cost and Actual cost columns

:::info Important: These column changes also affect the fields in your saved reports. See Updating your saved reports below before your next end-of-month (EOM) run. :::

Using the Actual cost column

The Actual cost column shows click to add. Leave it blank if the expected cost is correct.

If the cost has changed, click “click to add” and enter the correct amount.

Example: When the booking was made the cost was $15, but it should have been $20. Enter $20 in Actual cost. The $20 is then used for invoicing.

Entering an amount in Actual cost

Linked transactions and "View Transaction"

Transactions already linked to a booking now show on the Verification page. This includes transactions entered by drivers in the driver app and by office users.

• The amount collected is displayed for that booking.
• Click View Transaction to open the Transactions page, where you can view or edit the transaction.

Amount collected and View Transaction link

Updating your saved reports

If you have saved reports that use total cost or invoice fields, you'll need to update them after release. This matters most if you use them for end-of-month (EOM) accounts.

Current field	After release	Who needs to act
total_cost	Renamed to expected_cost	All providers – replace total_cost with expected_cost
–	actual_cost (new)	All providers – optional, add it if you want to see adjusted costs
invoice_total	Only populates when an invoice has been created in TRIPS Web (the new Xero invoicing flow)	Providers using the Xero Integration can keep using it
–	cost_to_invoice (new)	Providers not using the Xero Integration – add this field and use it instead of invoice_total

:::warning If you don't use the Xero Integration: invoice_total will be empty in your reports, because you won't be creating invoices in TRIPS Web. Add cost_to_invoice to your saved reports so your EOM accounts still show the amount to invoice. :::

How to update a saved report

1. Open the saved report.
2. Replace total_cost with expected_cost.
3. Add actual_cost if you want it.
4. If you don't use the Xero Integration, add cost_to_invoice and remove invoice_total.
5. Save the report, then run it to check the figures look right.

:::tip REMEMBER: Columns on your report can be moved to where you want them before saving. When replacing/adding the new fields, make sure to put the column/s where you want before saving the new version :::

Report field selection showing expected_cost, actual_cost and cost_to_invoice (with an actual cost entered)

Report field selection showing expected_cost, actual_cost and cost_to_invoice (with no actual cost entered but a transaction captured)

Before 19 October: what to do

Most changes need no action, but please work through this checklist with your team before release.

1. Share this guide with everyone who manages bookings, invoicing or verification.
2. Show staff where the new Invoices and Transactions pages open from in your UAT environment
3. Update any internal instructions that mention "Amount Asked" to say "Expected cost".
4. Decide whether your organisation will use the new "Pay for a booking" prepayment option.
5. If you will use prepayment, tell office staff that payments made in advance via the new prepayments will now show against the booking on the Verification page.

Post Release: what to do

1. Update your saved reports: replace total_cost with expected_cost, and add actual_cost if needed.
2. If you don't use the Xero Integration, add cost_to_invoice to your saved reports in place of invoice_total.

:::warning REMEMBER: Reports will need to be updated before completing your EOM reporting and/or accounts :::

Frequently asked questions

Will my existing invoices and transactions still be there?

Yes. You'll find them on the new Invoices and Transactions pages, opened from the same tabs on the Client Profile.

Do I have to fill in Actual cost for every booking?

No. Only enter an Actual cost when the real cost differs from the Expected cost.

Which amount is used for invoicing?

The Actual cost if one has been entered; otherwise, the Expected cost. Remember to use the new cost_to_invoice field for any invoice reports

Do I have to use prepayments?

No. "Pay for a booking" is optional. Use it when a client pays for a booking in advance.

How do I know a booking has been prepaid?

Check the Prepayment column on the client's booking list.

Can I change a transaction after it's been entered?

Yes. Click View Transaction on the Verification page, or open the Transactions page, to view or edit it.

I use invoice totals for my EOM accounts. What should I do?

If you will be using the Xero Integration, invoice_total will keep populating from the invoices you create. If you don't, add the new cost_to_invoice field to your saved reports instead, as invoice_total will be empty.

Why has total_cost disappeared from my report?

It has been renamed to expected_cost. Update your saved report to use the new name.

Need help?

If you have questions about these changes, contact the CareMaster customer care team who will put you in touch with one of our customer success specialists.