Billing: Overview

Billing

Quick Summary: Review your balance, pending charges, and statement, then make a payment or add funds.

Overview

Billing shows your net account balance, charges that have not been invoiced, approved invoices, credit notes, and payments.

Open your name menu in the top-right corner, then select Billing.

If Billing is missing, ask your company administrator to review your access. If they confirm your access is enabled, ask your Account Manager whether Billing is available for the account.

Quick start

Open Billing.
Review the balance summary at the top of the page.
Open Account Statement for transactions and invoices.
Select a Sales Invoice reference to view its charges.
Select Make Payment in the Billing Information panel to pay with your saved card.

Account balance summary

The top summary shows the main amounts used to assess your account. A positive Current Account Balance means you have credit. An amount shown with a minus sign means you owe that amount.

Field	Meaning
Current Account Balance	Net balance for approved invoices, payments, pre-payments, and credit notes. Pending charges and estimates are excluded.
Pending Invoice	Estimated charges for fulfilled services that are not on an approved invoice yet.
Pending Fulfilment	Estimated cost of approved orders that are being fulfilled.
Pending Approval	Estimated cost of orders that are waiting for approval.
Usable Balance	Total balance available for new orders after the relevant pending amounts are considered.

Account summary panel

The sidebar panel provides more detail:

Field	Meaning
Account Balance	The same net invoiced balance shown in the top summary.
Subtotal	Account Balance plus Pending Invoice plus Pending Fulfilment Estimate.
Credit Limit	The credit extended to your account, when one is set.
Estimated Available Credit	Credit Limit minus the Subtotal, when a credit limit is set.
Pending Approval Estimate	Estimated cost if the orders awaiting approval are fulfilled.
Current Due	Amount currently due for payment.
Field	Meaning
-------	---------
ASN Estimate	Estimated cost of inbound shipments that are pending approval and will enter processing.

If your account is billed through a billing company, the summary uses Invoiced in place of Current Account Balance and Total in place of Usable Balance. The statement omits the running Balance column, and the billing company manages the shared payment card.

Account Statement

Billing opens on Account Statement.

Transaction table

The table lists invoices, payments, pre-payments, and processed credit notes. It contains these columns:

Column	Meaning
Date	Transaction date.
Activity	Transaction type, such as Sales Invoice, Payment, Pre Payment, or Credit Note.
Reference	Transaction reference. A linked reference opens available details.
Due date	Payment due date when the transaction has one.
Amount	Transaction amount.
Balance	Running account balance. This column is hidden for clients billed through a billing company.

Filtering and export

Use the controls above the table as follows:

Search matches the reference and description.
Date limits the rows shown to the selected period.
Sort By places the selected activity first. The choices are All, Sales Invoice, Payment, Pre Payment, and Credit Note. Other activities remain in the table after the selected group.
Export downloads an XLSX file containing all statement transactions. Search, date, and Sort By do not change the exported set.

Credit notes

A Credit Note is a refund or adjustment applied to your account after it is processed. It appears as its own statement row, with Credit Note in Activity and the credit amount shown in green.

The credited amount can be lower than the amount originally requested when a lower amount is approved.
Use Sort By > Credit Note to place credit notes first; the other activities remain visible.
When a credit note PDF is available, use the paperclip beside its reference to download the document.

Pending charges

Select Pending Invoice in the balance summary to review charges that are not on an approved invoice yet.

Tabs

Tab	Charges
Shipments	Order charges shown for the shipment.
Other	Miscellaneous service charges.
Tab	Charges
-----	---------
Returns	Return processing charges.
Work Orders	Completed, billable work orders whose charges have not been approved on an invoice.
ASN	Approved inbound shipment charges that are not on an approved invoice.
Storage Charges	Storage charges that are not on an approved invoice.

A work order that is canceled has no pending charge. A non-billable work order is also excluded.

Shipment charges

The Shipments table shows:

Column	Meaning
Date	Fulfilment date.
FedEx ID	Order reference.
Order ID	Your order reference.
Tracking Number	Shipment tracking number.
Courier	Courier service.
Destination	Destination country.
Location	Shipment fulfilment location, when shown.
Packaging	Packaging cost.
Est. Shipping	Estimated shipping cost.
Shipping	Final shipping cost. TBD means the final cost is not available yet.
Insurance Cost	Insurance charge, when applicable.
Additional Cost	Additional charge, when applicable.
Duties	Import duties, when applicable.
Taxes	Taxes, when applicable.
D&T Fees	Duties and taxes fees, when applicable.
VAS D&T	Value-added service duties and taxes, when applicable.
Total	Total charge for the shipment.
Column	Meaning
--------	---------
Pick Pack	Pick and pack charge.

Duties, taxes, fee, and VAS D&T columns appear when those charges are present. Estimates can change when a courier supplies final costs.

Account management fee

Some accounts include an agreed minimum activity commitment. This fee is also called the inactivity fee. When activity falls below the agreed minimum for a review period, we add a fixed Account Management Fee to your charges. The amount is fixed in your agreement.

We check two measures. The fee applies when either one falls below its agreed minimum:

Measure	What we count
Fulfilled orders	Number of fulfilled orders in the agreed number of days before the review date. We do not count order value.
Service charges	Charges for the services you used in the month before the review.

The review runs once a month, on the first day of the month . A fee applies only after the agreed start date has passed and while your account is active, so an agreement can start later.

The charge appears as Account Management Fee in Pending Invoice → Other before it is invoiced. On the invoice, it is a separate line.

If you receive this fee and expected more activity, check the fulfilled orders and service charges for the period. Ask your Account Manager to review the agreed minimums, the start date, or a waiver.

Payments

Making a payment

Open Billing.
In the Billing Information panel, select Make Payment.
Optionally enter one or more Sales Invoice Number(s).
Enter the Payment Amount.
Review the Management Fee (3% of the amount) and Total Payment.
Confirm the saved card, select the authorization checkbox, and select Make Payment.

Payments through the portal are non-refundable. Contact your Account Manager about a billing dispute.

Payment methods

The Billing Information panel shows the card on file. Use Add Credit Card when none is present, or Edit to update the saved card.

For a client billed through a billing company, card details are read-only and payments are managed by that billing company.

Card expiry

A card remains valid through the last day of its expiry month. When it is close to expiring:

Billing Information shows Card expiring soon with the expiry date. The warning is amber for the last 30 days and red for the last 7 days.
Reminder emails are sent 30, 15, and 1 days before the card expires when a recipient is configured.
After the card actually expires, the account may be placed on hold and you may receive a portal notification to update the card.
The reminder and card status change after the card is updated.

For a client-owned card, reminder emails go to the account's active company administrator contacts when configured. A card managed by a billing company goes to that company's configured recipients.

Monthly invoices

Each invoice covers a billing period. Open invoices from the Account Statement.

Invoices available to clients have an Approved or Paid status. Open an invoice reference to review its charges by category. When a PDF is available, select Download Invoice; supporting files appear under Attachments.

Estimates

Estimates are not invoices. They show charges that may become due while orders or shipping work continue.

Estimate	What It Covers
Pending Fulfilment	Approved orders being fulfilled.
Pending Approval	Orders waiting for approval.
Estimate	What It Covers
----------	----------------
Work Orders	Active work orders being processed.
ASN	Inbound shipments being received.
Storage Charges	Storage costs calculated from the latest available warehouse billing data.

Storage estimates can change when warehouse bills are processed. Final invoice charges may differ from earlier estimates.

Workflows

Check balance and make a payment

Open Billing.
Compare Current Account Balance, Pending Invoice, and Usable Balance in the summary.
Follow the steps under Making a Payment and confirm with Make Payment.

If your account is billed through a billing company, review the shared card instead. That billing company manages payment for the account.

Export statement for reconciliation

Open Billing, then Account Statement.
Set the Date range for the period you need.
Search by reference or description when you need one transaction.
Select a Sort By activity to bring that activity to the top.
Select Export to download the complete statement as an XLSX file.

Check the exported file against your accounting period. The export includes all statement transactions, including rows hidden by the current search or date filter.

Review pending charges before invoice

Open Billing.
Select Pending Invoice in the balance summary.
Review Shipments for order charges and Other for miscellaneous charges.
Check Returns, Work Orders, ASN, and Storage Charges for their additional charge types.
Treat Est. Shipping as provisional until the carrier supplies the final cost.

Troubleshooting

Issue	Cause	Solution
Billing is missing	Your user access or account feature may not be enabled.	Ask your company administrator to review your access. If access is present, ask your Account Manager whether Billing is enabled for the account.
Balance is unexpected	Pending charges, estimates, or processed credits may not match your expectation.	Review Pending Invoice, the estimates, and the transactions in Account Statement.
Invoice is missing	Only Approved and Paid invoices appear in the statement, and newer charges may still be pending.	Check Pending Invoice for charges that have not been approved on an invoice.
Payment cannot be made	No valid saved card is available.	Add or update a valid card in Billing Information, or enter card details where the payment window prompts for them.
Payment was declined	The processor explicitly rejected the card.	Review the card details and correct the reported problem before trying again.
Payment outcome is unclear	A connection failed or confirmation is missing.	Ask your Account Manager to confirm the charge outcome before making another payment.
Shipping cost shows TBD	The carrier has not supplied the final cost.	Check again after the carrier updates the shipment cost.
Credit note is missing	The credit note has not been processed.	Check again after processing is complete.
Credit note has no paperclip	No PDF is available for that credit note.	Ask your Account Manager if you need a copy.
An Account Management Fee appears unexpectedly	Your account has an agreed minimum activity level, and fulfilled orders or service charges fell below it.	Review the period with your Account Manager, including the agreed minimums and any waiver.

Invoices -- detailed invoice guide
Orders Overview

FAQs

When are invoices generated?

Charges for fulfilled services are collected on your account's billing cycle. Contact your Account Manager for your schedule. Fulfilled does not mean invoiced yet; use Pending Invoice for charges still awaiting an approved invoice.

What is the Management Fee?

A 3% fee is added to portal payments to cover payment processing costs. The amount is shown before you confirm the payment.

Can I get a refund for a payment?

Payments made through the portal are non-refundable. Contact your Account Manager for a billing dispute.

Why does my Usable Balance differ from my Current Account Balance?

Usable Balance measures what is available for new orders after relevant pending amounts are considered. Current Account Balance covers the invoiced ledger and excludes pending charges and estimates.

How do credit limits work?

When a credit limit is set, the account shows the limit and Estimated Available Credit. Orders may be held if estimated outstanding charges exceed the available credit. Contact your Account Manager about your limit.

Who receives card expiry reminders?

For a client-owned card, the account's active company administrator contacts receive reminders when configured. A billing company's configured recipients receive reminders for its shared card.

Why do Duties and Taxes appear on my invoices?

International shipments can incur duties and taxes. Final charges can differ from estimates after reconciliation or carrier billing. If a charge looks incorrect, contact your Account Manager for a review. See Account Preferences.

Why was an Account Management Fee added?

Your account has an agreed minimum activity level. The fee applies when fulfilled orders or service charges fall below the agreed minimums for their review periods. Ask your Account Manager to review the minimums, the start date, or a waiver.

What if the destination courier bills my customer for duties or taxes?

Check the shipment's agreed duties and taxes billing arrangement first. Contact your Account Manager about possible duplicate charges before paying a bill twice. Keep the courier correspondence for reference.