Bill Your Agents

At the end of each month you bill each agent once for all its orders. In the Console, open Sales › Invoicing, pick the month, and choose Issue Invoice in the agent's row. Check the invoice and click Issue Invoice. EasyBiz keeps the issued invoice as a PDF that you download and send to the agent. When the agent pays, open the invoice and click Collect Payment.

Before you start

• The agent is added. See Add an Agent.
• The agent's billing settings are filled in (see the next section). Invoicing needs at least Payable To, a Billing Model and an Invoice Number Prefix.
• Optional: your monthly invoice shows your bank and PayNow details, and the order list you want. See Customize the Monthly Invoice.

Set how you charge each agent

Do this once per agent. It decides how much each monthly invoice is for.

1. Click Settings (the gear icon at the top right), then B2B agents in the Sales Channels section.
2. Click the agent.
3. Scroll to Agent Billing Information and fill in:
   • Payable To: the company you use to bill this agent. Its name, address and payment details print on the invoice.
   • Billing Name and Billing address: who the invoice is made out to. Leave them blank to use the agent's own name and address.
   • Billing email: printed on the invoice under the billing address.
   • Billing Model: how you charge the agent each month.
     • Full Sales Order Amount: 100% of the agent's orders in the month.
     • Partial Sales Order Amount: a share of the orders, set in Charge Percentage. For example, 50 charges half of the month's order total.
     • Fixed Amount: one fee each month, set in Fixed Charge Amount, however many orders the agent has.
   • Billing Date: which date puts an order into a month. Order Date (the default) bills an order by the day it came in. Pickup Date and Delivery Date bill it by its pick-up or delivery day.
   • Invoice Number Prefix: the letters in front of the agent's invoice numbers. For example, JTC gives JTC-0001.
   • Invoice Due Days: how many days the agent has to pay. Leave it blank for 30 days.
   • Monthly invoice PDF and Reference on invoices: see Customize the Monthly Invoice.
4. Click Save. You'll see "Agent billing details updated".

Open Invoicing

1. In the menu bar at the top, click Sales, then Invoicing.
2. The page opens on this month. Use the arrows next to the month to move back or forward, or click the month to pick another one.

The four cards sum up the month for all your agents:

• Revenue: what you charge your agents for the month, after each agent's billing model.
• Uninvoiced: the part of that revenue that is not on an invoice yet.
• Invoiced: the total of the invoices issued for the month.
• Collected: what agents have paid on those invoices.

Below the cards, the table has one row for each agent with orders in the month, plus agents on a fixed fee:

• Agent: the agent's name. Use the Search agents box to find one.
• Orders: how many orders the agent had in the month.
• Sales (excl. Tax): the total of those orders before tax.
• Revenue: what you charge the agent. A tag shows the percentage for a partial billing model, or Fixed for a fixed fee.
• Invoices: each invoice issued to the agent for the month, with its amount. Click one to open it.

Issue an agent's invoice

1. In the agent's row, click •••, then Issue Invoice.
2. The Create Invoice page opens. The agent and the month are filled in, and a preview of the invoice PDF shows on the right.
3. Check the details on the left:
   • Billing Period: the dates the invoice covers. If the dates don't cover whole months, a warning tells you some orders may be left out. If they cover several months, the invoice is counted under the last month.
   • Invoice number: leave it blank to use the next number, such as JTC-0002, or type your own.
   • Due Date and Issue date: change them if you need to.
   • Additional Info: click Add Field to print an extra detail, such as the agent's P.O. number.
   • Amount due: click Add Adjustment to add a line such as a special discount. Type what it is for and the amount. Use a minus amount for a discount, for example -50.
   • Orders: the agent's orders in the period. Untick an order to leave it off this invoice.
4. Click Issue Invoice at the top right. You'll see "Invoice issued", and the invoice's own page opens.

To send the invoice, click Download PDF on the invoice's page and send the file to the agent by email or WhatsApp.

The invoice's page

To open an invoice later, go to Sales › Invoicing, pick its month and click the invoice in the agent's Invoices column.

• At the top, the invoice number and its status: Open until it is paid, then Paid, or Void.
• On the left: Agent / Customer, Issue Date, Due Date, Amount Due, Billing Period, Date Paid once it is paid, and Included Orders. Click an order to open it.
• On the right: the invoice PDF exactly as you issued it, with Download PDF. Changing an order, the agent's settings or your PDF template later does not change an issued invoice.

Record the agent's payment

1. Open the invoice.
2. Click Collect Payment at the top right.
3. Choose how the agent paid, such as a bank transfer or PayNow, check the amount and confirm.

When the invoice is fully paid, its status changes to Paid and Date Paid shows. The Collected card on the Invoicing page goes up by the amount paid.

Void an invoice

You can void an invoice while no payment is recorded on it, for example when you issued it with the wrong dates.

1. Open the invoice.
2. In the Void Invoice box, click Void Invoice.
3. Click Void to confirm. You'll see "Invoice voided".

Voiding cannot be undone. The invoice's orders become free again, so you can put them on a new invoice.

Invoice a customer who isn't an agent

FAQs

Why isn't my agent in the Invoicing table?

The agent has no orders in that month, counted by its Billing Date, and it isn't on a fixed fee. Check the month at the top of the page, then the agent's Billing Date setting.

Can an order end up on two invoices?

No. Once an order is on an invoice, it is not added to the agent's next one. If you void the invoice, its orders can go on a new one.

The invoice's page says "This invoice has no PDF yet". What do I do?

Click Create PDF. EasyBiz makes the invoice PDF from the issued invoice, and you can then download it.

Do monthly invoices go to Xero?

Yes, if you connect Xero and add a B2B row in Auto Syncing that sends Monthly Invoice. See Auto Sync.