Looking for fewer invoice payments? Faster accounting reconciliation? Stronger cash flow management? Spend visibility? Compliance? For any and all of these benefits, put your spend onto Order's Consolidated Invoice.
This article will cover how to get started with the Order.co consolidated bill, how to review and pay your invoices, and how to adjust invoice settings (Autopay, invoice groups, etc.).
Getting started with Consolidated Invoicing
If you’re not taking advantage of Order's net-terms invoice, please complete our Credit Application to apply and contact your Customer Success Manager to discuss the best way to move spend activity onto it!
If you’re already on Consolidated Invoicing but would like to increase your available credit limit, please fill out this additional credit form and contact your Customer Success Manager.
Managing Consolidated Invoices
You can find all of your invoices and credit memos on the Invoices page. Use the tabs to switch between Invoices and Credit Memos. Filters let you drill down by status or invoice group.
Review an invoice by clicking its Invoice #. Key components of the invoice include the total due for the pay period, the issue and due dates, and the breakdowns of that total spend (e.g. spend by Location, spend by Cost Center, etc). The Bill-To address will reflect the insured address for your business, or an address entered on the Consolidated Billing Settings page for that invoice group.
Paying your Consolidated Invoice
Pay an invoice by clicking Pay next to the invoice. You can group invoices for payment by clicking Pay Invoices at the top-right. You will be prompted to complete three steps:
- Choose which invoices to group together for payment
- Choose credit memos to apply against the invoice balance(Optional)
- Review before choosing a method for payment.
Applying Credit Memos to payments reduces the balance owned. To learn more about paying an invoice, check out this article specifically on Paying an Invoice!
Payment Methods
Businesses can link as many payment methods as they need! Multiple bank accounts or credit cards can be stored under Payments & Billing. We recommend ACH payment with a linked bank account to help eliminate paper checks and the late fees associated with mailing them.
Linking a bank account will generate two microdeposits on that account within 48 hours. To finalize linking the bank account, enter those two amounts as a whole number back on the page where you linked the bank account (Payments & Billing).
Paying with a credit card incurs a 2.9% processing fee. Other methods of payment (ACH, electronic) have no fee.
Check out our article on setting up Payment Methods to learn more!
Other Consolidated Billing Settings
Businesses often have multiple business units or bank account to manage different types of spend. To help accommodate your needs, Invoices can be grouped by Location, Cost Center, or Users. You can create as many invoice groups as you need! To update these invoice settings or create new invoice groups, please contact your Customer Success Manager or our Support team at support@order.co.
Once your invoices are grouped to your satisfaction, you can name each group for easier management on the Consolidated billing settings page. Click Edit Group Name to assign a custom name to each group. You will see the name reflected in the Invoice Group column on the Invoices page!
Adjusting the email addresses on the Invoice Notification list will allow you to determine which inbox receives Invoices, Notification emails, Credit memos, and Late notices for this invoice group.
You can also use this page to add a custom Bill-To address. If left blank, your invoices will display the insured address in the Bill-to-address field (this is set during credit application). Bill-to addresses must be tied to your business entity.
Lastly, you can also set up Auto-pay for your invoices on this page. Currently, only bank accounts can be used for Auto-pay. Payments will be made from the selected bank account on the due date of the invoice. An email will be sent to the email address listed under Invoice Notifications.
Subscription Billing
You can find a summary of your Order Subscription under Payments & Billing > Order Subscription. To add your subscription costs to your Consolidated Invoice, reach out to your Customer Success Manager!
Billing Permissions
Administrators can grant access per User Role to the Invoices page and to the Company page from the Permissions page. The Permissions page is found under Permissions (Be sure to click Update at the bottom of the Permissions page to save your changes).
Changes to Invoices
Need to change something on an invoice? Contact Support@Order.co to request help with updating any issued invoices. You can change assigned Accounting Codes, adjust the cost center or location, or request an invoice is split to make payment easier. Our team can make the change and reissue any updated invoices.
Please note: Changes should only be made to Unpaid Invoices, as paid invoices must be refunded, reissued, and paid again. This can cause data issues and impact your business's available credit.