Invoices

Use an invoice to group a merchant's charges for a billing period and review the calculated total.

Creating an Invoice

1. Open the merchant in ShipOS → Merchants (opens the Cybership dashboard in a new tab) and choose Create Invoice from its invoices table.
2. Enter the name, billing period, and due date.
3. Create the invoice and wait for calculation to finish.
4. Review included charges, pricing errors, and totals before changing its status.

Use the bulk creation tool on Invoices (opens the Cybership dashboard in a new tab) when preparing invoices for multiple merchants.

Managing Invoice Charges

Invoice creation collects eligible unbilled charges for the selected period. Changing the dates afterward does not automatically collect additional charges.

• Use Add Existing Charge to include another unbilled charge, or Create New Charge for new billable work.
• On a draft invoice, use a charge's Remove Charge From Invoice action to return it to the unbilled pool without deleting it.
• Review Charges for corrections and credits. A credit reduces the invoice total; it does not itself refund a payment.

Charge Calculation

Calculations use the merchant relationship's active published rate-card rules, including applicable overrides. Open a charge's pricing trace to understand its result.

To apply a pricing change, publish the updated rule and recalculate the invoice. Review all affected amounts afterward. Saving a rate-card draft alone does not change invoice pricing.

Editing an Invoice

Available actions depend on status and permissions. Draft invoices are still being prepared; Unpaid, Partially Paid, and Paid describe payment progress.

Use Edit Invoice when available to update its details. Review the consequences before changing status or deleting a draft. Use individual charge removal when the goal is only to exclude a charge.

Troubleshooting

• Missing charges: confirm they exist for the merchant, fall within the selected period, and are not already assigned elsewhere. Add later charges explicitly.
• Calculation errors: check the assigned rate cards, active published versions, pricing paths, and overrides.
• Unexpected total: inspect the individual charge calculations and credits before finalizing billing.

Branch rates by orders in an invoice

Billing rule conditions can use invoice.fulfilled_order_count to select rates based on invoice volume. This is the number of distinct, non-null order IDs across all charges attached to that invoice, including credits and manual charges. Multiple charges or packages for the same order count once. Charges without an order ID do not add to the count.

The count is captured once when recalculation starts. Every rule-driven charge uses that same value, including storage, receiving, and labor charges. Adding or removing orders affects the next recalculation. The count does not depend on current order status or a separate fulfillment-date window.

When a rule uses the count, its existing condition or pricing trace records the value used. Existing published rules keep their behavior until you publish a condition using this variable.