Invoice Management

Through eHub Billing, you can create, edit, manage, and send invoices.
This guide explains the different invoice statuses and how to transition invoices from one status to another.

Understanding Billing Workflows

Step 1: Navigate to the Billing Page

On the left-hand navigation, you’ll find four invoice statuses:

• Drafts

  • Invoices in the creation process.

  • Click Recalculate to update invoices for all shipments and recurring fees.

  • PDFs generated from draft invoices will display a Draft watermark.

  • Merchant users can view draft invoices.

  • Draft invoices can be edited and recalculated.

• Needs Review

  • Invoices at the end of a billing period awaiting review by an Admin or Owner.

  • Merchant users cannot see invoices in this status.

  • Invoices can be edited and recalculated.

• Unpaid

  • Invoices that have been sent to the client but are not yet paid.

  • Cannot be edited without moving them back to Needs Review.

  • Merchant users can view unpaid invoices.

• Paid

  • Invoices marked as paid by an Admin or Owner.

  • Once payment is received, mark invoices as Paid.

  • Paid invoices cannot be edited without first changing them to Unpaid, then back to Needs Review.

Step 2: Changing Invoice Status

• Draft ➝ Needs Review
  Draft invoices automatically move to Needs Review when the payment period ends.

  • You can check the payment period for any draft invoices.

• Needs Review ➝ Unpaid
  To move an invoice to Unpaid:

  1. Confirm the accuracy of the invoice.

  2. Click Approve & Email to Merchant.

     • An email is sent to the billing address listed in the sub-account settings.

• Unpaid ➝ Paid
  To mark invoices as Paid:

  1. Select one or more invoices.

  2. Click Mark as Paid.