Simplifying reconciliation with consolidated invoicing

With Amazon Business's Pay by Invoice consolidated invoicing feature, you can customize how you receive and manage invoices to match your organization's workflow. Here's a comprehensive guide to help you optimize your invoicing process.

What is consolidated invoicing?

Consolidated invoicing is a flexible solution that allows businesses to streamline their accounts payable processes. You can choose between receiving individual invoices for each purchase or consolidating multiple purchases into a single weekly, bi-weekly, or monthly invoice, reducing administrative overhead and simplifying payment management.

What are the benefits of consolidated invoicing?

Enabling consolidated invoicing allows you to customize how and when you receive invoices, combining multiple orders into a single invoice at a frequency that works best for your business. Your accounts payable team gains powerful controls and detailed visibility into purchases across your organization, making reconciliation and reporting more efficient. These customizable invoice management features help streamline your payment processes, reduce paperwork, and maintain organized financial records—all while giving you more time to focus on growing your business.

• Reduce invoice processing volume through periodic consolidation.
• Improve accounting efficiency with customizable billing cycles.
• Standardize payment scheduling with unified due dates.
• Simplify reconciliation process.
• Enhance cash flow management.

How to set up your invoice preferences

Follow these simple steps to manage your Pay by Invoice frequency:

1. Navigate to Business Settings under your account name

2. Select Pay by Invoice in the Billing & shipping section.

3. Click Manage within Invoice Templates.

4. Choose the invoice template you want to modify.

5. Select Edit in the Invoice Frequency section.

6. Choose your preferred invoicing option:

• For each purchase.
• Consolidate purchases (Monthly, sent on the 1st day of the month).

7. Review the description for each option and choose the best options for your business.

8. Click Save to confirm your selection.

Understanding your customization options

Depending on your Pay by Invoice net terms and your businesses accounts payable policies, choosing the right consolidation option can alleviate both reconciliation frustration and credit constraint.

What is purchase consolidation?

Purchase consolidation is great for businesses that want to receive invoices for each cart checkout they make. Meaning multiple deliveries from the same purchase will be combined on one invoice by consolidating shipments over a 5-day period, while keeping different purchases on separate invoices.

• Combines multiple deliveries into one invoice per purchase.
• Consolidates shipments over a 5-day period.
• Maintains separate invoices for different purchases.

What is periodic consolidation?

Periodic consolidation works well for businesses looking to maximize efficiency and reduce the number of invoices received during a billing cycle. This option allows admins and groups the ability to customize when and how they want to receive their invoices by timeframe and by purchase order or business group.

• Combines all purchases into a single invoice by a designated timeframe (weekly, bi-weekly, or monthly).
• Customizable billing cycles (weekly, bi-weekly, or monthly).
• Flexible options for handling refunds and adjustments.
• Ability to split invoices by purchase order (PO) number or business group.

Streamline your refunds & adjustments

Manually applying refunds and adjustments on an ad hoc basis can be a time-consuming task for any business. With consolidated invoicing, you can automate the application of credit memos to your account. Whether you prefer First in First Out (FIFO), Automated Credit Memo Application (ACMA), or consolidating your refunds as a single line item on their respective invoices, you have the power to decide how and when your credit notes are applied with a simple click. This streamlined process saves time and enhances your control over financial adjustments.

Pro tips

• For simplified administration, consider using a single monthly invoice for the entire account.
• Customize how refunds and adjustments appear on your invoices.
• Take advantage of the 19 available Business Order Information fields for detailed tracking.
• Use PO numbers on carrier shipping labels for easier package identification.

Optimize invoice management

Implementing consolidated invoicing can significantly improve your organization's efficiency and reduce administrative burden. This self-service configuration makes it easy to adjust settings as your business needs change.

Note: Pay by Invoice is an invite-only invoice solution available to eligible Amazon Business customers. Contact your Amazon Business account executive for specific details about your account or visit Pay by Invoice help page for more information.