In this article, you will learn about
Types of Invoices
Eshopbox generates three types of invoices based on the services you opt for:
1. Subscription Invoice
A subscription invoice is raised when you subscribe to Eshopbox's workspace and platform services. It includes charges for accessing the workspace and ongoing usage of platform tools.
This invoice is generated monthly, quarterly, or annually, depending on your selected billing cycle.
2. Shipping Fee Invoice
The shipping fee invoice includes charges for using Eshopbox shipping services, either for shipping orders from your own warehouse or an Eshopbox Fulfilment Centre.
Charges may include:
Forward Freight: Charges for delivering customer orders.
COD Charges: Fees associated with cash-on-delivery transactions.
RTO Charges: Charges for Return-to-Origin (when an order is undelivered and returned).
Reverse Freight: Charges for processing returned products from the customer.
Weight Discrepancy: Adjustments made due to differences between the declared and actual shipment weights.
Cloud Fees: Charges for using Eshopbox’s WhatsApp notifications (if opted).
Shipping invoices are generated on a weekly or monthly basis.
3. Fulfilment Invoice
A fulfilment invoice is generated when you opt to store inventory and process orders using an Eshopbox Fulfilment Centre.
Charges may include:
Inventory Removal Fee: Charges for recalling or removing inventory (RTV or internal quality checks).
Order Processing Fees: Pick & pack fees for B2B and B2C orders.
Packaging Material Fees: Cost of consumables used in packing: boxes, tapes, labels, etc.
Platform Fee: Charges for enabling platform services like Seller on Record.
Receiving Fee: For non-standard inward shipments requiring special handling.
Return Processing Fee: Charges for inspecting and handling returned inventory.
Storage Fee: Based on storage space and duration used at Eshopbox Fulfilment centres.
Tag loop Charges: For labelling/barcoding as per platform or brand guidelines.
Weight Handling Fee: For processing bulky or heavy shipments, a zone-specific fee may apply.
Fulfilment invoices are generated on a weekly or monthly basis and are raised on the same day as shipping invoices.
Understanding an invoice
An Eshopbox invoice includes all service charges depending on what you've availed. It ensures financial clarity and compliance through itemised charges, taxes, and business information.
Here’s a breakdown of the key components:
Invoice Header: Contains the invoice number, invoice date, place of supply and reference link for the working file. This link redirects you to your passbook, where you view your transactions.
Bill From Address: Address of the Eshopbox entity issuing the invoice.
Bill To Address: Brand’s registered billing address.
Note: If you have opted for an Eshopbox Fulfilment centre, the bill to address will be the address registered at the time of APOB registration.
Customer Details: Includes GSTIN and contact details of the seller.
Line Item Details: A breakdown of each charge, its description, rate, quantity, and amount.
HSN/SAC Code: Tax classification codes for each service.
CGST/SGST/IGST: Applicable taxes based on the service and location.
Invoice Summary: Shows total amount before tax, tax amounts, invoice total and balance due.
Bank Details: Eshopbox’s bank account details for payment.
E-Invoice Section: Includes IRN (Invoice Reference Number), QR code, and acknowledgement details (if applicable under GST rules).
How to pay an Invoice?
Eshopbox offers multiple convenient payment options for you to settle your invoices. Here's how you can make a payment:
1. Via My Invoice section
You can view invoices by navigating to the My Invoices section on your workspace. To do so, follow the below given steps:
Step 1: Hover over the profile icon and click on "My Invoices" in the drop-down menu.
Step 2: You will be redirected to a new page. Click on "Invoices" and search for the invoice you want to pay.
If the invoice has been paid, the status will display as 'Paid' and the balance due will show INR 0.
If payment is pending, you'll see the balance amount and due date.
Step 3: Click on “Pay Now”.
Step 4: Choose your preferred payment method (e.g., UPI, Net Banking, Credit/Debit Card).
Step 5: Complete the payment using the selected method.
Once the payment is successful, the invoice status will update to Paid, and the “To Pay” amount will become ₹0. You can also download the paid invoice for your records directly from this section. If payment is delayed, access to Eshopbox services may be temporarily paused.
2. Via the Pay Now button
When an invoice is generated, it is sent to your registered email address. You can directly click on the "Pay Now" button in the email to complete the payment using online methods.
3. Via Wallet recharge
You can pay your invoices by recharging the wallet. Eshopbox allows you to recharge your wallet through the workspace. When your wallet is recharged, the oldest unpaid invoice is cleared first using the available balance. Learn here how to recharge your wallet.
FAQs
Q1. How can I view the transactions included in my invoice?
You will find the link for the transactions under the "Workings" section in the invoice.
Clicking on this link redirects you to the Eshopbox passbook with the list of transactions associated with the invoice. You can simply export these transactions directly from the passbook screen for more flexibility.
Q2. Will I receive one invoice or multiple?
The number of invoices depends on the type of services opted with Eshopbox (Eshopbox fulfilment or self-fulfilment) & the number of locations. You'll receive separate invoices for each Eshopbox service, subscription, shipping, and fulfilment. The subscription invoice is issued according to your selected billing cycle, while the fulfilment and shipping invoices are billed on the same date.
Q3. How are invoices managed for multiple fulfilment centres?
If your brand uses multiple Eshopbox Fulfilment Centres (Fulfilment centres), separate invoices are generated for each Fulfilment centre. This provides transparent and location-specific cost tracking. Here's how it works:
Separate Billing for Each Fulfilment centre: Each Eshopbox Fulfilment centre functions as a distinct billing entity, so you'll receive a unique shipping & fulfilment invoice for every Fulfilment centre you use.
Address on Invoices:
The 'Bill From' address on each invoice shows the specific Eshopbox fulfilment centre location.
The 'Bill To' address is the address provided by you at the time of APOB registration.
For example, suppose you have opted for two Eshopbox Fulfilment centres, one in Gurgaon and one in Mumbai. In that case, the invoices generated will have the Bill To address as the Eshopbox Fulfilment centre address registered at the time of APOB registration.
Q4. How am I billed when I ship orders from my own location?
Yes, you'll receive a shipping invoice for self-fulfilled orders when Eshopbox handles the logistics. These invoices will be generated according to your billing frequency for any shipments sent from your own location, where Eshopbox assigns the courier partner.
Q5. Is there a consolidated invoice option for all services at one location?
For Eshopbox fulfilment locations, we generate location-specific invoices. For self-fulfilment locations, a single consolidated invoice is generated.
Q6. How does the Eshopbox wallet handle multiple pending invoices?
When you have multiple pending invoices but an insufficient wallet balance to cover them all, our system follows a specific process:
Invoices are processed in chronological order (oldest first).
The system requires enough balance to pay an invoice in full.
For example, if you have two pending invoices — INR 10,000 (from June 5th) and INR 5,000 (from June 7th) — and recharge your wallet with INR 7,000, no payment will be processed since the balance is insufficient to cover the oldest invoice fully.
Q7. What happens if I recharge my wallet when I have multiple unpaid invoices?
When you have multiple unpaid invoices and add funds to your wallet, the oldest unpaid invoice will be cleared first.
For example, if you have two unpaid invoices for INR 5,000 (raised on May 25) and INR 7,000 (raised on June 25), and you make a recharge of INR 10,000 to your wallet:
The unpaid invoice from May 25 will be cleared first and marked as Paid.
The remaining funds in your wallet (INR 5,000) will then be used to pay the June invoice partially. Since this invoice is only partially paid, the status will be updated accordingly, and the balance due (INR 2,000) will be visible on the invoice.