Making invoices visible to clients

Clients see only Invoices that you have posted. A draft invoice stays hidden from the portal until you post it. This page shows how to post Invoices, how to post them automatically and what else a client needs to see them.

What the client needs in order to see an invoice

• The invoice must be posted. Draft Invoices are never shown in the portal, anywhere.
• The client user must have the View Invoices switch turned on. See Portal access switches.

A posted invoice appears in the client's Invoices list with its number, period, posting date, subtotal and total, and can be downloaded as a PDF or an Excel file.

Post Invoices by hand

1. Open Setup > 3PL > Invoices. The list is titled 3PL Invoices.
2. Check the State column. Draft means the client cannot see the invoice yet. Posted means the client can.
3. Tick the draft Invoices you want to post.
4. Click Post. A dialog asks Post invoice {0}?, or Post {0} Invoices? for several. Its text reads "A posted invoice can no longer be changed." Confirm.

The 3PL Invoices list with two Draft Invoices ticked, ready to post.

You can also post one invoice from its own page. Open the invoice and click Post in the top buttons. The dialog is titled Post Invoice and reads "This operation is irrevocable". Click Confirm.

Why there is no Post button

The Post button appears only for an invoice that has an End period and has not been posted yet. The invoice for the current, still open period has no end period, so it cannot be posted yet. Wait until the period closes.

Post Invoices automatically

Open Setup > 3PL > Billing profiles and open the client's billing profile.

• Turn on Recurring and Auto-post Invoices. Each invoice that the profile creates is posted at the moment it is created, so the client sees it at once.
• Turn on Auto email Invoices as well if you want the invoice to be e-mailed to the client's e-mail address when it is created.
• An invoice that you create by hand with Create invoice on the profile (the dialog is titled Generate invoice) is never posted automatically. It stays a draft until you post it.

E-mail a posted invoice

On the 3PL Invoices list you can send a posted invoice to the client with the action Email. The message "The invoice was emailed." confirms it.

If a client says an invoice is missing

1. On Setup > 3PL > Invoices, check the State of the invoice. If it is Draft, post it.
2. Open the client user and check that View Invoices is on.
3. Check that the user belongs to the right client.

Clients who open an invoice that is not available see the message "Invoice not found." This is what a draft invoice, an invoice of another client or a user without access sees.

What the client can download

• Download PDF: the invoice document, with an annex of the service and storage details.
• Download XLSX: an Excel file with the billing records behind the invoice, on two sheets named Storage and Service. It is not a copy of the invoice lines and totals.

Related pages

• Supporting portal users
• Invoices (what your clients read)