Processing Partner Invoices - Everflow Helpdesk

Learn how to handle Partner payments: create and manage invoices, process payments through PayPal/Tipalti, or use our native Everflow Pay to pay your Partners directly.

‍Overview

Let's talk about paying your Partners accurately and on time - it's one of the things that keeps them promoting your Offers! Whether you're working with a handful of Partners or thousands of Affiliates, you need a reliable way to handle commissions and payments.

Key Terms

Before we dive in, here's a quick rundown of terms you'll see throughout this guide:

➔ Invoice Status: Is the invoice Paid, Unpaid, or In Progress?
➔ Payment Status: Where's the payment at - Not Initiated, Complete, or In Progress.
➔ Billing Period: Which dates the invoice covers.
➔ Adjustment: Any changes you make to the invoice amount (like adding bonuses or fixing errors).
➔ Synchronization: Process of updating invoice data with current reporting.
➔ Net Terms: The payment deadline after invoice generation (like Net 30 means pay within 30 days).
➔ VAT: Tax for EU partners (added as a percentage to their invoices).

This guide shows you how to use Everflow to create and manage invoices, track payments, handle adjustments, and keep your financial records in order.

Action

Description

Edit Invoice

Modify details, add adjustments.

Sync Data

Update with latest reporting.

Export

Download in various formats.

Bulk Process

Handle multiple invoices simultaneously.

View History

Track changes and updates.

Managing Invoices

Viewing Invoices

Navigate to Partners > Invoices

View the summary dashboard showing:

Paid Amount

Outstanding Balance

Invoice Status Types

Unpaid: Invoice generated but payment not processed
In Progress: Payment initiated but not completed
Paid: Payment fully processed and confirmed
Deleted: Invoice removed from active records

Filtering and Sorting

Use date ranges

to find specific billing periods

Filter by Partner, status, payment method, or others

Sort by amount, date, status, etc.

Use the search function

for specific invoice IDs or Partner names

Creating and Editing Invoices

Manual Invoice Creation

Click Invoice button.

Select Partner.

Set date range.

Choose payment terms.

Add any notes as needed.

Automatic Invoice Generation

Navigate to Partners > Manage

Click Edit in the Billing card.

Enable Auto Invoice toggle.

Set Auto Invoice Start Date:

Prevents invoice generation before the chosen date

Example: If the start date is 10/1/24, no September invoices will generate

Adding Invoice Details

Open invoice.

Click Add Detail

Enter:

Amount

Notes (optional)

Creating Pre-Pay Invoices

Create an invoice for $0 (automatically marked as "Paid").

Click + Add Detail to create adjustment line items.

Invoice status automatically updates to "Unpaid" when an adjustment is added.

Making Adjustments

Navigate to invoice details.

Click Edit

Add Adjustment line item.

Enter Adjustment amount and notes.

Save changes.

‍

Invoice Customization

Optional Invoice Fields

Enable these fields in Control Center - Platform Configurations - Billing > General Card:

Network Logo

Network Tax Info

Advertiser/Partner Info

VAT Handling

VAT shows on its own row when enabled
Calculated as total row amounts multiplied by VAT percentage
Can be configured in default/specific partner billing

Export and Documentation

Export Options

Export individual invoices as PDF or QuickBooks

Bulk export options:

CSV

JSON

QuickBooks

Zipped PDFs

For 10+ invoices, export link sent via email.

Synchronization

Use "Synchronize" feature to update invoice data with the latest reporting
Particularly useful after adjustments were made in reporting after the invoice was generated
Ensures invoice reflects current data

Deleting Invoices

Navigate to Partners > Invoices

Select invoice(s) to delete.

Choose delete action from dropdown.

Amount returns to unpaid status.

System treats it as if invoice never existed.

Invoices in “Paid” or “In Progress” status cannot be deleted. To delete these invoices, please contact Customer Support. If any payment integration is used, the funds must be deleted/stopped from the integrated platform separately.

Example: Managing Monthly Partner Payments

Let's say you're running an e-commerce store selling fitness equipment, working with 50 Partners who promote your Offers.

Here's how to automate your monthly payments:

Step 1: Set Up Auto-Invoicing

Remember we talked about auto-invoicing? Here's where it pays off (pun intended). Let's pretend that we followed the steps above to set up auto-invoicing for this example.

Step 2: Before you start, check that:

Everflow Pay is set as your default payment method (and you have an Everflow Pay account)

Your Partners have verified their accounts and added tax info

Your Everflow Pay account has enough funds to cover payments

Step 3: Monthly Payment Process

When the 1st (just an example) of the month hits:

Everflow automatically creates invoices for all Partners.

Under Partners > Invoices, you'll see all new invoices.

Select the ones you want to pay.

Hit Actions - Pay (Configure Method)

Review and approve in Everflow.

Log into Everflow Pay for final approval.

In Everflow Pay, go to Payments - To Approve tab and select all invoices that you want to approve.

Pro Tip!

Always check your Everflow Pay balance a few days before the invoice generation date so Partners get paid on time.

Extra Tips

Use the "Synchronize" feature regularly to ensure your invoice data reflects the most current reporting information.

Export invoices as backup files to maintain records outside the platform for security and accounting purposes.

Finally, set up email notifications for important status changes so you're always informed when an invoice is paid, disputed, or requires attention.

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Processing Partner Payments