Billing: Overview
Billing
Quick Summary: View your account balance, invoices, pending charges, and make payments.
Overview
The Billing section gives you a complete view of your account finances. You can see your current balance, review invoices, track pending charges, and make payments directly from your portal.
Access billing from your user menu in the top-right corner -- click your name and select Billing.
Note: If you don't see the Billing option, contact your Account Manager to enable it.
Quick Start
- Navigate to Billing
- Review your balance summary at the top of the page
- Browse your Account Statement for transaction history
- Click any invoice reference to view details
- Use Make Payment or Add Funds to top up your account
Account Balance Summary
At the top of the billing page, you'll see your key balance figures:
| Field | What It Shows |
|---|---|
| Current Account Balance | Amount currently owed on approved invoices |
| Pending Invoice | Cost of fulfilled services not yet invoiced |
| Pending Fulfilment | Estimated cost of approved orders being processed |
| Pending Approval | Estimated cost of orders waiting for approval |
| Usable Balance | Your effective available balance considering all pending amounts |
Note: A negative Current Account Balance means you have credit on your account.
Account Summary Panel
The sidebar panel shows additional details:
| Field | Description |
|---|---|
| Account Balance | Current invoiced balance |
| Pending Invoice | Uninvoiced fulfilled charges |
| Pending Fulfilment Estimate | Estimated cost of in-progress orders |
| Subtotal | Combined pending amounts |
| Credit Limit | Your approved credit limit (if set) |
| Estimated Available Credit | Remaining credit available (if credit limit set) |
| Pending Approval Estimate | Estimated cost of unapproved orders |
| Usable Balance | Total effective balance |
| Current Due | Amount currently due for payment |
| Field | Description |
| ------- | ------------- |
| ASN Estimate | Estimated cost of inbound shipments being processed |
Account Statement
The Account Statement tab shows your complete transaction history.
Transaction Table
| Column | Description |
|---|---|
| Date | Transaction date |
| Activity | Transaction type (Invoice, Payment, Credit Note, etc.) |
| Reference | Reference number -- click to view details |
| Due date | Payment due date (for invoices) |
| Amount | Transaction amount |
| Balance | Running account balance |
Filtering & Export
- Search: Filter transactions by text
- Date range: Filter by date period
- Sort By: All / Sales Invoice / Payment / Pre Payment / Credit Note
- Export: Download your full statement
Pending Charges
Click Pending Invoice in the balance summary to see charges that haven't been invoiced yet.
Tabs
| Tab | What It Shows |
|---|---|
| Shipments | Shipping charges for fulfilled orders |
| Other | Miscellaneous charges |
| Tab | What It Shows |
| ----- | --------------- |
| Returns | Return processing charges |
| Work Orders | Work order charges |
| ASN | Inbound shipment charges |
| Storage Charges | Monthly storage fees |
Shipment Charges
Each shipment line shows:
| Column | Description |
|---|---|
| Date | Shipment date |
| FedEx ID | Order reference |
| Order ID | Your order ID |
| Tracking Number | Shipment tracking number |
| Courier | Courier service used |
| Destination | Ship-to country |
| Location | Warehouse location |
| Packaging | Packaging cost |
| Est. Shipping | Estimated shipping cost |
| Shipping | Actual shipping cost (shown as "TBD" if not yet determined) |
| Insurance Cost | Insurance charges (if applicable) |
| Additional Cost | Any additional charges |
| Duties | Import duties (shown when applicable) |
| Taxes | Taxes (shown when applicable) |
| D&T Fees | Duties and taxes fees (shown when applicable) |
| Total | Total charge for this shipment |
| Column | Description |
| -------- | ------------- |
| Pick Pack | Pick and pack charges |
Payments
Making a Payment
- Click Make Payment in the Account Summary panel
- Enter the payment amount
- A Management Fee (3% of the amount) is added automatically
- Review the Total Payment
- Confirm payment using your saved card
- Click Pay to complete
Payment Methods
Your saved credit card details appear in the Billing Information panel. You can:
- Add a credit card if none is on file
- Update your existing card details
Tip: Keep your payment method current to avoid billing interruptions.
Card Expiry
When your card is close to expiring:
- The Billing Information panel shows an "Expiring soon" warning from 30 days before expiry — amber, turning red within the last 7 days.
- We email you a reminder 30, 15, and 1 day(s) before your card expires, with a direct link to update your payment details.
- If the card is not updated and expires, your account is placed on hold and you receive a portal notification asking you to update your card.
- The warning and reminders disappear as soon as you update your card.
If your card has already expired, you will receive a reminder email to update your payment method.
Monthly Invoices
Your invoices appear in the Account Statement and can also be viewed in the monthly breakdown.
| Column | Description |
|---|---|
| Invoice | Invoice reference number |
| Invoice Date | Date the invoice was issued |
| Status | Current invoice status (Draft, Approved, Paid, etc.) |
| Download | Download invoice PDF and attachments |
| Amount | Total invoice amount |
Click an invoice reference to view the full breakdown by category (Shipments, Returns, Work Orders, etc.).
Estimates
The billing page shows estimated costs for orders still being processed:
| Estimate | What It Covers |
|---|---|
| Pending Fulfilment | Orders that are approved and being processed at the warehouse |
| Pending Approval | Orders waiting for your approval |
| Estimate | What It Covers |
| ---------- | --------------- |
| Work Orders | Active work orders being processed |
| ASN | Inbound shipments being received |
| Storage Charges | Current monthly storage costs, updated as warehouse bills are processed |
Note: Storage estimates are updated as warehouse bills are processed. The estimate reflects the latest available data, but actual charges on your invoice may differ after final billing calculations.
These estimates help you understand your total financial commitment before charges are finalized.
Workflows
Workflow: Check Balance and Make a Payment
When: You want to review your balance and top up your account.
Steps:
- Navigate to Billing
- Review the Account Balance Summary at the top
- Check your Usable Balance to see your effective available funds
- Click Make Payment
- Enter the amount (a 3% Management Fee is added)
- Confirm your payment details and click Pay
Result: The payment is applied to your account and your balance is updated.
Workflow: Review Pending Charges Before Invoice
When: You want to see what charges will appear on your next invoice.
Steps:
- Navigate to Billing
- Click Pending Invoice in the balance summary
- Review the Shipments tab for shipping charges
- Check the Other tab for miscellaneous charges
- Full portal users: check additional tabs (Returns, Work Orders, ASN, Storage Charges) for category-specific charges
- Note that Est. Shipping amounts may change when the carrier confirms final costs
Result: You see all uninvoiced charges that will appear on your next invoice.
Workflow: Export Statement for Reconciliation
When: You need your transaction history for accounting.
Steps:
- Navigate to Billing
- Go to the Account Statement tab
- Set the date range filter to the period you need
- Optionally use Sort By to filter by transaction type (Invoice, Payment, Credit Note)
- Click Export to download the statement
Result: A file is downloaded with all transactions for the selected period.
Troubleshooting
| Issue | Cause | Solution |
|---|---|---|
| Balance shows unexpected amount | Pending charges not yet invoiced | Check Pending Invoice tab for uninvoiced charges |
| Payment failed | Card declined or expired | Update your payment method and try again |
| Missing invoice | Invoice not yet generated | Invoices are generated on a billing cycle. Check back later or contact your Account Manager |
| "TBD" in shipping column | Final shipping cost not yet determined | Carrier has not confirmed final cost. Amount updates when confirmed |
| Can't see Billing | Feature not enabled | Contact your Account Manager to enable billing access |
Related Documentation
- Invoices -- detailed invoice guide
- Orders Overview
FAQ's
When are invoices generated? Invoices are generated on your billing cycle. Contact your Account Manager for your specific billing schedule.
What is the Management Fee? A 3% fee is applied to payments made through the portal to cover payment processing costs.
Can I get a refund for a payment? Payments made through the portal are non-refundable. Contact your Account Manager for billing disputes.
Why does my Usable Balance differ from my Account Balance? Usable Balance includes estimated charges for orders in progress (pending fulfilment, pending approval), giving you a more complete picture of your financial commitment.
Why do Duties and Taxes appear on my invoices? Duties and taxes are charged on international shipments. Duties and taxes amounts may differ from estimates after reconciliation or carrier billing. If your account excludes duties and taxes from the main invoice, the charges appear separately and may require manual invoice generation. See Account Preferences for details. If you believe a duties or taxes charge is incorrect, contact your Account Manager for a review.
What happens if my customer is charged duties or taxes directly by the courier? If your customer (the recipient) receives a duties or tax bill from the destination courier, do not pay it or share the bill before contacting your Account Manager. The carrier may have used the wrong billing method. Your Account Manager will investigate with the courier and determine whether the charge is valid. Please keep all courier correspondence for reference.
How do credit limits work? If a credit limit is set on your account, the system tracks your Estimated Available Credit. Orders may be held if your estimated outstanding exceeds your credit limit. Contact your Account Manager for details.
Who receives the card expiry reminders?
The expiry reminder emails go to the administration contacts on your account. The "Expiring soon" warning appears for portal users on the billing page.
Why do orders I already see as Fulfilled still show as Pending Invoice?
Charges for fulfilled services are added to your next invoice on your normal billing cycle. Fulfilled does not mean invoiced yet. If charges are missing after your billing date, contact your Account Manager.