Invoice Management

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

Step 1: Navigate to the Billing Page

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

Drafts:
- Invoices in the creation process. By clicking the "Recalculate" button, users can update invoices for all shipments and recurring fees set up in the system. PDFs generated from draft invoices will have a "Draft" watermark. Merchant users can view draft invoices. You can edit and recalculate invoices in this status.
Needs Review:
- These invoices have reached the end of the billing period and are awaiting review by an Admin or Owner before being sent to the client. Merchant users cannot see invoices in the "Needs Review" status. You can edit and recalculate invoices here as well.
Unpaid:
- Invoices that have been sent to the client but have not yet been paid. Unpaid invoices cannot be edited without moving them back to the "Needs Review" status. Merchant users can view unpaid invoices.
Paid:
- Invoices marked as paid by an Admin or Owner level user. After receiving payment, ensure the invoices are marked as paid. Paid invoices cannot be edited without changing their status back to unpaid, then to "Needs Review."

Step 2: Changing Invoice Status

Draft to Needs Review:
- Draft invoices automatically move to "Needs Review" status when the payment period ends. You can check the payment period for any draft invoices.
Needs Review to Unpaid:
- To move an invoice from "Needs Review" to "Unpaid," confirm the accuracy of the invoice, then click "Approve & Email to Merchant." An email will be sent to the billing address listed in the sub-account settings.
Unpaid to Paid:
- To mark invoices as paid, select one or more invoices and click "Mark as Paid."

By following these steps, you can efficiently manage your invoices and ensure a smooth billing process for your clients.