> Understanding invoices, daily charging, batch charging, and payment failures

This article explains exactly how fulfillment charges are created, grouped, and charged to saved payment methods.

If you have not connected Stripe yet, see:

→ Connecting Stripe

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Step 1: Sellers Must Add a Payment Method

Before any fulfillment can occur:

• Stripe must be connected
• Sellers must add a valid card (credit or debit)
• The card must be successfully saved

Without a payment method:

Orders cannot be successfully charged.

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Where to View Billing

Navigate to:

Payments → Summary Invoices

Here you will see:

• Invoice ID
• Date
• Status (Paid / Unpaid)
• Orders Count
• Amount
• Retry button (if failed)

This is your main billing overview screen.

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What Creates an Invoice?

An invoice is created when fulfillment costs need to be collected.

An invoice includes:

• Fulfillment Cost
• Total Shipment Cost
• Any discounts (if applicable)
• Grand Total

You can click any Invoice ID to see full details.

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What an Invoice Looks Like

Inside an invoice you will see:

Invoice summary:

• Fulfillment Cost
• Total Shipment Cost
• Discount
• Total Cost

You will also see:

• Invoice number
• Payment status (Paid / Unpaid)
• Payment URL
• CSV download option

The CSV shows a full order breakdown including:

• Order ID
• Date
• Shipping Cost
• Fulfillment Cost
• Discount
• Total

This ensures full transparency.

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Billing Mode 1: Daily Fulfillment Charging (Default)

This is the default setup.

How It Works

Throughout the day:

• Orders move through production
• Shipping labels are created
• Costs accumulate

At the end of the day:

• One invoice is created per seller
• That invoice includes all orders shipped that day
• The saved card is charged once

Important:

We do NOT charge per order.

We group all shipped orders into one daily invoice to prevent fraud flags and excessive small charges.

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What Gets Included?

Any order that:

• Has a shipping label created
• Is marked fulfilled

If a seller had 11 orders ship:

→ One invoice

→ Orders Count: 11

→ One card charge

If no orders ship:

→ No invoice created

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Billing Mode 2: Batch Charging (Charge Before Production)

Some businesses prefer to charge before items are produced.

This mode charges at batch creation.

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How Batch Charging Works

When you create a batch:

1. Orders are grouped
2. One invoice is created per seller inside that batch
3. The card is charged immediately

You can then view batch details and filter by:

• All
• Payment Successful
• Payment Failed

If a payment fails:

You will see it before producing the order.

This reduces risk.

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Viewing Batch Payment Status

Inside a batch, you can:

• Filter by Payment Successful
• Filter by Payment Failed
• Remove or pause failed orders
• Avoid producing unpaid items

This is only available in Batch Charging mode.

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Shipping Cost Logic (Important for Batch Charging)

For daily billing:

We use actual shipping label costs.

For batch billing:

Shipping labels do not exist yet.

So instead, you must configure shipping categories.

Each category includes:

• First item cost
• Additional item cost

Example:

T-Shirts

First item: $5.00

Additional item: $2.50

If 3 shirts in one order:

$5.00 + $2.50 + $2.50

That calculated shipping cost is added to the batch invoice.

If shipping categories are not configured:

Batch charging will not calculate properly.

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What Happens If a Payment Fails?

In the Payments → Summary Invoices screen you may see:

Status: Unpaid

Retry button available

If payment fails:

• The invoice remains Unpaid
• You can click Retry after the seller updates their card
• Orders may pause depending on workflow

In Batch mode:

You will see failure before production.

In Daily mode:

You will see failure at end-of-day invoice.

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How Stripe Is Used

Stripe handles:

• Secure storage of payment methods
• Processing card charges
• Recording transaction IDs
• Managing payment success/failure

Your platform handles:

• Invoice grouping
• Fulfillment calculation
• Shipping cost calculation
• Batch logic

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Frequently Asked Questions

Do you charge per order?

No. Orders are grouped into invoices.

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Why not charge per shipping label?

Multiple small charges increase fraud risk and create accounting confusion.

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Can I retry a failed payment?

Yes. Use the Retry button once the seller updates their payment method.

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Can sellers see invoice details?

Yes. Invoice breakdown and CSV export are available.

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Can I switch billing modes?

Yes. Contact support to change from Daily to Batch charging.

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Summary

Stripe stores the card.

Invoices group the costs.

Charges are applied once per invoice.

Daily Mode = charge after shipment.

Batch Mode = charge before production.