eHub Billing provides an efficient and structured way to manage merchant fees, billing schedules, and invoices. Follow this guide to set up fees, configure billing schedules, and manage invoices seamlessly.
Understanding the eHub Billing Process
Before generating invoices, it’s essential to set up fees and billing schedules:
- Fees: Define specific charges applied to merchants (e.g., packaging materials, label fees).
- Billing Schedules: Determine when and how often fees are invoiced.
Once configured, eHub automatically generates invoices for review and processing.
Setting Up Fees
Creating a New Fee
- Navigate to Settings > Fees.
- Click + New Fee or select the plus sign in the top-right corner.
Selecting the Fee Type
Choose a fee type from the dropdown menu:
- Packaging Materials
- Label Fees
- Package Type Fee
- Pick & Pack Fees
- Custom Fees (for unique charges)
Customizing Fee Details
- Add a description and enter the fee amount.
- Use the Accounts field to assign fees to specific merchant accounts.
- To apply fees automatically to all new accounts, check Apply to all new accounts.
Saving and Managing Fees
- Click Save to finalize the fee setup.
- To edit an existing fee, select it, adjust details, and save.
- To deactivate a fee, click Deactivate (the fee will move to the Inactive tab and can be reactivated later).
Setting Up Billing Schedules
Creating a New Schedule
- Navigate to Billing > Schedule.
- Click + New Schedule or select the plus sign in the top-right corner.
Assigning Schedules to Accounts
- Use the Accounts dropdown to assign schedules to specific accounts.
- Check Apply to all new accounts for automatic assignment to future accounts.
Configuring the Billing Period & Invoice Due Dates
- Set the invoice generation frequency.
- Define the Invoice Due After period (number of days merchants have to pay).
- The system will display the Next Scheduled Date based on your settings.
- Invoices generate at 1:00 AM Mountain Time after the billing period ends.
Note: eHub does not collect payments on your behalf. Payment collection must be handled externally.
Managing Invoices
1. Drafts
Invoices in progress are stored in Drafts:
- Use the Details Pane to preview and edit invoices without leaving the list.
- Turn off the Details Pane to view invoices in full-page mode.
Key Features:
- Invoice History: Track manual changes, notes, and timestamps.
- Items and Charges: Click + New Item to add fees, enter a description, quantity, and recalculate totals.
- Downloading: Click Download PDF for a draft version (watermarked "Draft").
- Viewing Orders: Click View Orders at the bottom to see related shipments.
- At the end of the billing period, draft invoices move to Needs Review.
2. Needs Review
Invoices requiring approval appear in this section (Admin/Owner access required):
- Review invoice details for accuracy.
- Click View Orders to verify linked shipments.
- Check "I confirm that the information in this invoice is accurate and approved for payment."
- Click Approve & Email to Merchant to send the invoice.
- Generate a detailed PDF version by clicking Download PDF.
3. Unpaid
Invoices sent but unpaid appear in this section:
- Click Move to Needs Review for adjustments.
- Click Mark as Paid after receiving payment to update the status.
4. Paid
Fully processed invoices appear in the Paid section:
- Click Mark as Unpaid if adjustments are needed, then move the invoice back to Needs Review.
All
This section provides an overview of all invoices:
- Use the search bar to find invoices by merchant name, number, or date.
- Click on an invoice to view, update status, or add notes.
- Click the Export icon to download selected invoices as a CSV file.
Conclusion
By following these steps, you can efficiently set up, manage, and track invoices within eHub. A well-structured billing process ensures accuracy, efficiency, and full control over your financial operations.