Invoicing

Admin Manager

Use this page to find a wholesale invoice, record what the buyer paid, and keep on top of what's overdue.

Quick steps

1. Approve the wholesale order. The invoice is created and emailed to the buyer by itself.
2. When the buyer pays, open the order and click View Invoice.
3. In the Record Payment box, enter the Payment Amount, pick the Payment Method, and add a Reference Number (a cheque or transfer number) if you have one. For cash, pick the Cash Drawer (for cash payments).
4. Click Record Payment. (Paid everything? Click Mark as Paid in Full instead.)
5. Once a week, check the outstanding and overdue invoices on Reports > Wholesale.

Common questions

The buyer didn't get the invoice email. It goes to the contact email on the order. Check it's right and ask them to check spam — or send them the invoice link yourself. The message after Approve Order says whether it was emailed.

Can the buyer pay in parts? Yes. Record each payment as it comes in. The invoice shows Partially paid until the balance reaches $0, then Paid.

The retailer says less arrived than we billed. Their report shows as Short delivery reported on the order and invoice. If you agree, click Issue credit of $… in that box.

Can I delete or redo an invoice? No. Invoices are permanent, and an order never gets a second one. Contact Brother POS support if one needs correcting.

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More detail: how invoicing works and when invoices are created

Brother POS generates invoices for wholesale orders to help you track payments, manage accounts receivable, and maintain a clear financial record of your B2B transactions. By default an invoice is created the moment you approve an order, and emailed to the buyer so they can pay before you ship.

How Invoicing Works

Each wholesale order can have one invoice. The invoice lifecycle follows the order:

Wholesale Order approved
        |
        v
  Invoice created (status: ISSUED) and emailed to the buyer
        |
        v
  Buyer makes a partial payment
        |
        v
  Invoice status: PARTIALLY PAID
        |
        v
  Buyer pays the remaining balance
        |
        v
  Invoice status: PAID

Invoice Generation

Automatic Generation

Invoices are created automatically when a wholesale order is:

• Approved — the default, so the buyer can pay up front.
• Marked as Delivered or Picked Up — only if the order does not already have an invoice.

If an approved order has no invoice yet, its order page also shows a Generate invoice (pay before shipping) button so you can create one yourself.

An order never gets a second invoice. If your store has been set up to invoice only at fulfillment instead of at approval, the invoice appears when the order is delivered or picked up — contact Brother POS support if you want to change this.

Once an order has an invoice, a View Invoice button appears at the top of the order page.

The Invoice Email

When approving an order creates its invoice, the buyer is emailed straight away at the contact email captured on the order. The email is titled "Invoice INV-… from [your store]" and contains:

• The invoice number and Balance due.
• The eDebit fee and Total charged if paying by eDebit, when your store passes that fee on to buyers (see below).
• The Due by date.
• A View and pay this invoice link to the invoice in your wholesale portal.

For a retailer that runs Brother POS, the order carries their store's email address, so the invoice goes there. Their email has a View it on your purchase order link instead, which opens the order in their own Brother POS, where the invoice is shown with its balance and due date. It never includes an eDebit fee, because they don't pay through your portal.

The confirmation message after you click Approve Order tells you what happened:

Message ends with	What it means
"Invoice INV-20260824-0001 generated and emailed to buyer@example.com."	The invoice email was sent to that address.
"…generated, but not emailed: this order has no contact email. Send the retailer the invoice link."	There was nowhere to send it — usually a portal buyer who left the email blank at checkout.
"…generated — the retailer can pay it now in the portal. (Emailing it failed; send them the link.)"	Sending failed.

In every case the approval still goes through — send the buyer the portal link yourself when it wasn't emailed.

The eDebit fee is shown up front

If buyers can pay invoices by eDebit (bank payment) and your store passes the eDebit fee on to them, the invoice email and the invoice page in the wholesale portal show Balance due, eDebit fee and Total charged, all with the same total. That holds whether the buyer pays on the page or has a secure payment link emailed to them. The emailed-link button names the amount, e.g. Email me a link to pay $206.00.

For example, a $200.00 invoice with a 3% fee shows Balance due $200.00 · eDebit fee (3%) $6.00 · Total charged $206.00. If your store absorbs the fee instead, the buyer is charged just the balance, and the portal invoice page shows no eDebit fee line.

More detail: what is on an invoice, statuses and the invoice list

Invoice Details

Each invoice contains the following information:

Field	Description
Invoice Number	Auto-generated (format: INV-YYYYMMDD-XXXX)
Retailer / customer	The retailer, or the wholesale portal buyer's business name
Order	The linked wholesale order
Subtotal	Total before tax
Tax	Applicable taxes
Total	Final invoice amount
Amount Paid	How much has been paid so far
Balance Due	Remaining amount owed
Issued Date	When the invoice was created
Due Date	Payment deadline
Status	Current invoice status

Invoice Statuses

Status	Description
Issued	Invoice created; payment expected
Partially paid	Some payment received but balance remains
Paid	Invoice fully paid; no balance due
Overdue	Past the due date with no payment yet. An Issued invoice is switched to Overdue automatically once a day.

Managing Invoices

Viewing Invoices

Open an invoice with the View Invoice button on its wholesale order, or from the outstanding invoices list on Reports > Wholesale. From any invoice, Back to Invoices takes you to the full list of invoices, newest first. Click Export CSV there to download them. Each row has a link to view the invoice and one to print it.

Until you have any, the list is empty — an invoice appears when you approve a wholesale order (or, on stores that invoice at fulfillment, when it's delivered or picked up).

Invoice List Columns

Column	Description
Invoice #	Unique invoice number
Retailer	Retailer, or the portal buyer's business name
Order #	Linked wholesale order number
Issued Date	When the invoice was created
Due Date	Payment deadline (shown in red once overdue)
Total	Invoice total amount
Paid	Amount paid to date
Balance	Remaining balance
Status	Current status with color indicator

More detail: recording payments

Recording Payments

When a buyer pays you directly (cheque, e-transfer, cash and so on), record it against the invoice.

Step-by-Step

1. Open the invoice.
2. In the Record Payment box, fill in the payment details:

Field	Description	Example
Payment Amount	Payment amount. Cannot be more than the balance due.	$2,500.00
Payment Method	e-Transfer, Cheque, EFT / Direct deposit, Cash, Credit card, or Other	Cheque
Cash Drawer (for cash payments)	For cash, which open register drawer the money went into	Front Register
Reference Number	Transaction or check number (optional)	CHK-4521
Notes	Any additional payment notes (optional)	"Partial payment for March order"

3. Click Record Payment.

If the buyer has paid everything, you can instead click Mark as Paid in Full and confirm. The remaining balance is recorded as one payment with the method Other.

Cash needs an open drawer

A cash payment is added to a cash drawer session, so a register must have an open drawer. If none is open you'll see "No open cash drawer session — open a till first".

The Record Payment box only appears while the invoice still has a balance due.

Buyers can tell you they've paid

A buyer who pays by e-Transfer, EFT or cheque can send you a payment notice from their purchase order or the wholesale portal. It appears on the invoice with a Confirm received button, which records the payment for you. See Payment Notices and Statements.

What Happens When You Record a Payment

1. The payment is added to the invoice's Payment History.
2. The invoice's amount paid and balance due are updated.
3. The invoice status is updated:
   • If fully paid: status changes to Paid.
   • If partially paid: status changes to Partially paid.
4. For a B2B retailer, the retailer's current balance is reduced by the payment amount.
5. When the invoice becomes fully paid, the wholesale order is also recorded as a regular sale, so the revenue shows in your Orders list and sales reports. See B2B Wholesale Overview for details.
6. A retailer that runs Brother POS sees the new Paid and Balance due on the invoice shown on their purchase order.

Credit balance impact

Recording a payment reduces the retailer's current balance, freeing up credit for future orders. For example, if a retailer has a $5,000 credit limit and a $3,000 balance, paying a $1,000 invoice brings the balance to $2,000 and available credit to $3,000.

Multiple Payments

An invoice can receive multiple partial payments. For a $2,500 invoice:

1. First payment of $1,000 — Status: Partially paid, Balance: $1,500.
2. Second payment of $1,000 — Status: Partially paid, Balance: $500.
3. Third payment of $500 — Status: Paid, Balance: $0.

Each payment is recorded separately and appears in the invoice's Payment History.

More detail: short deliveries, payment terms and overdue invoices

Short Deliveries and Credits

When a Brother POS retailer receives your order and less arrived than you invoiced, they can report the shortage from their purchase order. You then see a Short delivery reported box on the wholesale order and on its invoice, for example:

"Green Valley reported on September 20, 2026 at 02:15 PM: Pre-roll 5-pack — ordered 24, received 20 (4 short, $40.00). Credit requested: $40.00 + $2.00 tax"

Reporting doesn't change anything by itself — the invoice still bills the full order. If you agree:

1. Open the invoice (or the order).
2. Click Issue credit of $… in the Short delivery reported box.

The credit is recorded on the invoice as a Credit note payment, so the balance due goes down. The box then says "Credited $… on [date] (credit note on the invoice).", and the retailer sees "[your store] credited $… on [date]. It comes off what you owe them." on their purchase order. The credit is never more than what is still owing on the invoice. If the invoice is already paid in full, there is no Issue credit button — settle it with the buyer directly.

Payment Terms

An invoice's due date is set when it is created, using the first of these that is filled in:

1. The retailer connection's Payment Terms (days).
2. Your store's Default payment terms (days) (in the Distributor Directory Listing section of your settings).
3. Otherwise, 30 days.

The invoice page and the printed invoice show the terms it was issued on, for example Payment Terms: Net 15. Wholesale portal orders have no retailer connection, so they use your store default, or 30 days.

Changing terms later

Changing a retailer's payment terms affects invoices created after the change. Invoices already issued keep their due date.

Overdue Invoices

Spotting Overdue Invoices

• An invoice is overdue when today is past its due date and it is not fully paid.
• In the invoice list, an overdue invoice's due date is shown in red. The invoice page marks it (OVERDUE) next to the due date.
• Once a day, unpaid Issued invoices past their due date are switched to Overdue. A Partially paid invoice keeps that badge after its due date — go by the red due date.

Aged receivables at a glance

The Reports > Wholesale report (available when the Wholesale Portal or Retailer Connections feature is enabled) shows outstanding and overdue totals, an aged-receivables breakdown (Current / 1-30 / 31-60 / 61-90 / 90+ days), and a list of outstanding invoices with the oldest due date first. Each overdue invoice shows how many days overdue it is.

Handling Overdue Invoices

1. Review the outstanding invoices on the Wholesale report regularly.
2. Contact the buyer to arrange payment.
3. Record any partial payments as they come in.
4. Consider adjusting credit limits for retailers with frequent overdue invoices.

Credit limits and unpaid balances

A retailer's current balance goes up when you approve their order and down when they pay, so unpaid invoices count toward it. A retailer who has reached their credit limit cannot place new orders.

More detail: numbering, records, troubleshooting and good habits

Invoice Numbering

Invoice numbers follow the format INV-YYYYMMDD-XXXX:

• INV — Prefix identifying the document as an invoice.
• YYYYMMDD — Date the invoice was created.
• XXXX — Sequential number for the day (starting at 0001).

Examples: INV-20260213-0001, INV-20260213-0002.

Invoice numbers are unique within your store and cannot be changed after creation.

Invoice Records

Invoices are permanent records. There is no button to delete an invoice. Its status is updated automatically as payments are recorded.

Troubleshooting

Problem	Solution
Invoice not generated on delivery	An invoice is normally created when the order is approved, so it probably already exists. Look for the View Invoice button on the order.
Buyer didn't receive the invoice email	The email goes to the contact email on the order. Check that it was captured and is spelled correctly, and ask them to check spam. You can always send them the invoice link from the portal. A Brother POS retailer's invoice goes to the Email in their store settings (or their first admin), and is also on their purchase order.
Buyer asks why they were charged more than the invoice	Your store passes the eDebit fee on to buyers. The fee and the total charged are shown on the invoice email and the portal invoice page before they pay.
Wrong invoice amount	The invoice copies the order's totals at the moment it is created, and an order never gets a second invoice. Contact Brother POS support if an invoice needs correcting.
Cannot record payment	The Record Payment box only shows while there is a balance due. The amount can't be more than the balance, and cash payments need an open cash drawer.
Retailer's balance not updating	Only B2B retailer invoices change a retailer's balance. Wholesale portal invoices have no retailer connection, so no balance changes.
Overdue invoice still says "Issued"	Invoices are switched to Overdue once a day, so one that fell due today may not have changed yet. A partly paid invoice stays Partially paid. Use the red due date, or the overdue figures on Reports > Wholesale.

Best Practices

1. Set the terms before the first order. Put agreed terms on the retailer connection (or set your store default) so invoices get the right due date from the start.
2. Record payments promptly. This keeps credit balances accurate and ensures retailers can place new orders.
3. Review overdue invoices weekly. Catch payment issues early before they accumulate.
4. Use reference numbers. When recording payments, include the check number or transfer reference for easy reconciliation.
5. Adjust credit limits proactively. If a retailer consistently pays late, consider lowering their credit limit until the relationship improves.

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What's Next?

• Payment Notices and Statements — Buyers telling you they've paid, and account statements.
• Distributor Features — Complete guide to wholesale order fulfillment.
• Retailer Features — The retailer's perspective on wholesale ordering.
• Wholesale Portal — Set up web-based ordering for wholesale customers.
• B2B Wholesale Overview — Review the overall B2B architecture.