Managing Advertiser Invoices

Manage, create, and track invoices for your Advertisers with automated or manual billing options, flexible payment terms, and multiple export formats for accounting integration.

Goal: Streamline your billing process with automated invoice generation and clear record-keeping.

Everflow's invoice system helps you generate, track, and export invoices for your Advertisers. It serves as your central "source of truth" for what is owed, when it is due, and what has been paid.

Important Note: External Payments Only Everflow generates the invoice document, but Advertisers cannot make payments directly inside the platform.

All actual money transfers (Wire, ACH, PayPal) must be processed externally through your own banking or accounting systems. The "Pay" button in Everflow is simply a status marker to record that you received the funds. </ef-color-callout-warning>

The Recommended Workflow

Since payments happen externally, we recommend this simple 3-step process:

Generate: Create the invoice in Everflow (automatically or manually) based on tracked conversions.
Export: Download the invoice as a PDF or CSV.
Send: Email the PDF to your Advertiser with your specific payment instructions (e.g., "Please wire to Bank of America, Account #1234").

Setting Up Automated Invoicing

Save time by letting Everflow generate bills for you.

Configure Global Defaults (For New Advertisers)

Set the baseline rules for any future advertisers you add.

Go to Control Center > Platform Configurations > Billing.

Define the Default Billing Frequency (e.g., Monthly) and Payment Terms (e.g., Net 30).

Note: These settings do NOT override existing advertisers.

Configure Individual Advertisers (Custom Rules)

Need to bill a specific client weekly instead of monthly?

Go to Advertisers > Manage and select the Advertiser.

Click the Billing tab.

Auto Invoice Creation: Toggle On.

Billing Frequency: Select Weekly, Monthly, etc.

Generation Delay: How many days after the period ends should the invoice be created? (e.g., 5 days gives you time to make adjustments).

Threshold: Minimum amount required to generate an invoice (e.g., $100). If the bill is $50, it rolls over to the next period.

Visibility Control Use the Hide Invoices from Advertiser toggle if you want to review and approve invoices manually before your client sees them in their portal.

Manual Invoice Creation

Useful for one-off fees, adjustments, or prepayments.

Navigate to Advertisers > Invoices.
Click Add Invoice.
Select the Advertiser and the Date Range.
The system will automatically pull all approved conversions from that period.
Click Add.

Managing Status & Payments

Keep your records accurate by updating statuses manually.

Mark as Sent: Use this when you email the PDF to the client.
Mark as Paid: When you receive the wire transfer/check.
1. Find the invoice row in Advertisers > Invoices.
2. Click the menu icon <ef-svg-dots-vertical-more></ef-svg-dots-vertical-more> and select Pay.
- Note: This does not move money; it updates the "Amount Paid" column for your records.

Exporting & Accounting

You can get data out of Everflow for your accounting software.

Single Invoice: Click the download icon on any row to get a PDF.
Bulk Export: Select multiple invoices and choose Export. Options include:
- CSV / JSON: For data analysis.
- Zipped PDFs: Downloads all selected invoices as separate files in one folder.
- QuickBooks: Formatted specifically for QB import (Only available in bulk).

Troubleshooting & FAQ

Why wasn't an invoice generated?

Check the Threshold: Did the advertiser owe less than the minimum (e.g., $50 vs $100 threshold)?

Check the Delay: If you set a "5 Day Delay," a monthly invoice for January won't appear until February 5th.

Check the Start Date: Did you set the "Auto Invoice Start Date" to a future date?

Why can't my Advertiser see their invoice?

Check the Visibility Settings. You may have "Hide Invoices" enabled in the specific Advertiser's billing settings OR in the Global Platform Configurations.

How do I handle Multi-Currency?

Everflow converts all foreign currencies back to your Base Currency (set in Platform Configurations) for reporting.

We use daily exchange rates from openexchangerates.org.

The invoice will show the original currency value (e.g., Euros) alongside the converted base value (e.g., USD).

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