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Invoices

Invoices represent finalized, billable documents created by grouping one or more charge transactions for a customer. Each invoice rolls up related transactions into summarized charge lines and can be exported, processed, and shared with customers.

Invoices are typically managed by warehouse managers, accounting users, and organization admins.

What an Invoice Represents​

An invoice is created by grouping outstanding transactions and converting them into a single, official billing document.

Each invoice:

  • Belongs to one customer
  • May include charges from:
    • Shipping orders
    • Inventory (receiving) orders
    • Storage charges
    • Manual charges
  • Summarizes charges by charge type, not by individual transaction

For example:

  • Multiple Pallet Out transactions will appear as one Pallet Out line with the quantity summed
  • Storage charges are grouped by storage period and SKU where applicable

Invoice Layout & Contents​

An invoice includes:

  • Warehouse billing information
  • Customer billing information
  • Invoice number and invoice date
  • Payment terms and due date
  • Itemized charge summary, grouped by charge type
  • Subtotal, tax, and total

Each line item represents a charge category, not a single event.

Invoice Actions​

From the Actions dropdown on an invoice, users can perform the following:

Download PDF​

Exports a professionally formatted PDF invoice.

The PDF includes:

  • Invoice summary
  • All rolled-up charge lines
  • Backup detail pages that reference:
    • Shipping orders tied to shipping charges
    • Inventory orders tied to receiving charges
    • Inventory and SKU data tied to storage charges

This ensures full auditability for the customer.

Export QuickBooks Template​

Exports the invoice in a QuickBooks-compatible format for direct accounting import.

This export applies to:

  • A single invoice (from the invoice page)
  • Multiple invoices (from the invoice directory)

Mark as Processed​

Marks the invoice as processed and finalized.

When an invoice is marked as processed:

  • It becomes visible to the customer
  • It appears in the customer’s Invoices section
  • It is considered ready for payment or reconciliation

Unprocessed invoices remain internal-only.

Issue a Credit Memo​

Creates a credit memo linked to the invoice.

Credit memos are used to:

  • Correct billing errors
  • Apply partial or full credits
  • Offset future invoices

Credit memos maintain a clear audit trail and do not delete the original invoice.

Invoice Visibility to Customers​

Customers:

  • Only see invoices that are marked as processed
  • Cannot view invoices that are still in draft or internal state
  • See invoice PDFs exactly as exported by the warehouse/accounting team

Invoices Directory Page​

The Invoices directory provides a tabbed view for managing billing activity.

Generated Invoices​

Shows all invoices that have been created, regardless of processing status.

From this view, users can:

  • Open individual invoices
  • Select multiple invoices
  • Export selected invoices to a QuickBooks template

Outstanding Transactions​

Shows individual charge transactions that have not yet been invoiced.

Transactions can be:

  • Reviewed
  • Edited
  • Deleted
  • Grouped into new invoices

All Transactions​

Provides a full historical ledger of all transactions, invoiced or not.

This view is typically used for:

  • Auditing
  • Financial reconciliation
  • Reporting

Bulk Invoice Export​

From the Invoices directory, users can:

  • Select multiple invoices
  • Export all selected invoices to a single QuickBooks template

This is useful for:

  • Monthly accounting exports
  • Batch reconciliation
  • External accounting system syncs

Permissions & Roles​

Invoices are typically managed by:

  • Warehouse Managers
  • Accounting Users
  • Organization Admins

Customers have read-only access to their processed invoices.

  • Outstanding Transactions
  • Manual Charges
  • Shipping Orders
  • Inventory Orders
  • Invoices (Hub Page)