If your accounts team uses a separate billing email, provide it to the Cargo Euro Hub manager and ask for the invoice delivery arrangement to be confirmed. Keep the billing recipient distinct from the operational contacts who coordinate collection and delivery.
Provide both contact roles
| Role | Useful information |
|---|---|
| Booking contact | Person approving the quotation and shipment changes |
| Billing contact | Name or team, email and required reference |
| Collection contact | Site contact able to coordinate loading |
| Delivery contact | Site contact responsible for receiving |
This avoids expecting an accounts mailbox to answer a driver’s access question or a warehouse contact to authorise payment.
Explain internal requirements
Tell the manager if invoices need a purchase order number, department code or specific recipient wording. Supply these details before the document is issued where possible.
For a shared accounts mailbox, check that your company can receive correspondence from the agreed sender and that someone monitors it before the payment deadline.
If the billing address changes
Send the updated email through the existing booking correspondence and state whether it applies to one shipment or future enquiries. Ask for confirmation rather than assuming a previous contact has been replaced automatically in every record.
A different billing email does not change the legal customer on the invoice. Changes to the invoiced entity require a separate review.
See receiving invoices, invoice corrections and shipment parties.