For Teams

Billing for teams: funding, invoices, statements, payments and cost centers

One Billing page built for accounts payable: fund the team balance by card, bank transfer or a deposit invoice; pay team orders by invoice on net terms; download every invoice, receipt and statement as a PDF printed with your company details; export payments and spend by cost center for your finance system.

Everything a finance person needs lives under Billing in the sidebar (owners and approvers). Requesters build team orders and send them for approval; they book orders to cost centers but do not see balances or invoices.

Team orders can be paid three ways: from the team balance, with a saved card, or by invoice on net terms. The team balance is funded by card in seconds, by bank transfer (ACH) once it is enabled for your account, or by a prepaid deposit invoice your company pays by wire.

1. 1

   Billing > Billing profile

   Set up the billing profile

   The team owner enters the legal company name, the billing address, the tax ID (EIN, VAT or GST), the accounts payable email and an optional default PO prefix. Every invoice, receipt, deposit invoice and monthly statement prints these details as Bill to, and Stripe invoices and finance emails go to the accounts payable email.

   Add billing contacts underneath: more people in finance who receive invoices, receipts or statements. Tick what each one receives. The owner stays in control of billing.
2. 2

   Billing > Add funds

   Add funds by card or bank transfer

   Pick an amount, the saved card or bank account to pay with, and optionally a PO number and a cost center for your records. Card deposits land on the team balance immediately; bank transfers (ACH) take 3 to 5 business days and show as Processing until they clear. Owners and approvers can add funds; the balance credited is always the team's.

   Bank transfers are offered once Printonic has enabled them for team funding. Until then, pay by card or request a deposit invoice. Cards and bank accounts are saved under Add a card or bank account.
3. 3

   Billing > Add funds > Request a deposit invoice

   Request a deposit invoice (pay by wire)

   For larger amounts, or when accounts payable needs an invoice before money moves, request a deposit invoice for the amount you want on the team balance, with the PO and cost center. Printonic issues the PDF with its bank details as Remit to and emails it to accounts payable. When the transfer lands, Printonic credits the team balance and emails you a confirmation.

   A deposit is not a purchase: no sales tax applies and the balance never expires. An open deposit invoice can be canceled by the owner until it is paid.
4. 4

   Billing > Invoices > Net terms

   Ask for net terms

   The team owner clicks Request net terms and adds an optional note (expected monthly volume, who approves invoices on your side). Printonic reviews the request and sets the net days (30 by default) and a credit limit. You get an email and a notification when it is decided.

5. 5

   Team order > Review and pay > Checkout

   Pay a team order by invoice

   At checkout, enter the purchase order number and pick the cost center; both save to the team order whatever the payment method. Then, next to the team balance and saved cards, choose Invoice my company. The page shows the net days, the credit still available and the accounts payable email the invoice goes to. Click the button once: the shipments are released to production and Stripe emails the invoice.

   Open and overdue invoices count against the credit limit. An overdue invoice pauses invoicing for the team until it is settled; the team balance and cards keep working.
6. 6

   Billing > Invoices, Receipts & statements

   Download invoices, receipts and statements

   Every invoice has a Pay link (Stripe) and a PDF with your billing profile, the PO, the cost center and the lines. Every team order payment has a receipt PDF. Pick a month for the statement PDF: every team order started that month with quote number, PO, cost center, total, payment method, invoice number and status, plus totals.

7. 7

   Billing > Payments, Cost centers

   Export payments and spend by cost center

   Payments lists every deposit, invoice payment and team order charge with the date, amount, method, PO, cost center and who ordered. Filter by month and cost center and click Export CSV for your finance system. Cost centers shows spend per cost center per month for the last six months, with its own CSV.

   Define cost centers as a code and a name finance recognizes (for example ENG-100, Engineering). Deactivate one you no longer use; past orders keep the code they were booked to.
8. 8

   Billing > Tax exemption

   Put a tax exemption certificate on file

   The owner uploads the certificate (PDF or image), picks the issuing state and enters the expiry date if it has one. Printonic reviews it. Once approved, quotes, invoices, receipts and statements say Tax exempt, certificate on file with the state and expiry.

   This is record keeping for your finance team. Team orders are not charged sales tax today, and the certificate does not change what is charged.