At Webshippy, service charges are transparent and predictable. Accounting is done weekly and the accounting period is between the first and the last day of the week. We create the invoices of our service charges and fees on the first working day of each week (usually Mondays).
If an invoice is not paid by the accounting day of the following week (the first working day of the week after issuing the invoice - usually Monday), we include the given amount in the transferable cash on delivery payment amount of the invoice issued for current week – provided that there is sufficient cover on the given day. In other words, we are only able to include the invoice if the transferable cash on delivery amount is higher on that given day. If we are not able to include the invoice, we send you a payment notification by e-mail.
Weekly accounting procedures
We check the number of packages you sent during the previous 4 weeks and determine the package handling charges for this period (week) based on this value. Handling fee is based on and added to this amount. You are also invoiced for the basic charges (shipping in and out), along with the fees of extra services for that given week.
At the end of the accounting period, we also analyze how much space your products occupy and relate that to the number of your packages on last week. If this number of your packages is below the number of storage spaces (shelves, pallets) you occupy, we will charge you the proportional standby fee. This is an important aspect to consider: if you handle your inventory and orders well, we stock your products for free!
Delivery fees are calculated based on the statements of the delivery companies. We receive these statements every weeks, two weeks or monthly (depending on the delivery company) so we invoice them accordingly. This means that your invoice will have delivery charges added every two weeks/monthly, usually making the total of these invoices higher.
You can read the detailed explanation on items on your invoices here:
Why does an order appear on several statements?
It often happens that an order is included in several weekly accounts. This is because the service charges associated with a particular order are not always settled at the same time in a given week, but when the charge associated with the order is recorded in the system (e.g. delivery charges are entered in the system 1-2 weeks later).
The fees charged by Webshippy will be invoiced in the settlement after the package is sent (typically on Monday).
Shipping charges (e.g. GLS shipping charges, COD handling charges, Packeta, DHL, Foxpost, etc.) are invoiced after these partners send us their invoices. This is typically twice a month, or once a month for some partners.
The administrative costs associated with the unclaimed parcel will appear on the invoice when the parcel is returned.
This is the reason why different charges related to the same order can appear on 3 different statements and invoices.
How do I receive my invoices?
We send our invoices generated by our invoicing system electronically, by email to the payment address you have provided for invoicing purposes.
Of course, you can also download the invoices afterwards from the Webshippy admin interface, just click on "Finances" - "Service charges", look for the period in the list on the page and click on the "Find out more" button on the right to see the invoice for that period. From there, click on the "Tools" button and select "Download invoice as PDF".
Where can you check the financial information?
There are two places in the Webshippy application where you can check the current situation:
At “Finances" - "Service fees” you can keep track of the fees and charges you incur. At the top of the page, you can see the unbilled services for which no invoice has been issued yet because the accounting period has not ended. At the bottom of the page, you can view all invoices and accounts issued retrospectively, even in detail: click on the "Find out more" link at the bottom of the page.
On this tab, first you’ll see the itemized charges and fees of the given time period (summarized by service charges) and below, broken down by orders. You will see the itemized services on your invoice. You can find our services by clicking on this link:
You can find the statements of the cash on delivery amounts at “Finances" - "Cash on Delivery”
We have collected them in 4 groups:
Pending cash on delivery: You can see the amount in the top-right corner that includes the orders we have received, but not fulfilled yet – these packages have not been collected by the customers yet.
Collected cash on delivery: The amount of C.O.D. of the packages that have been paid for by the buyer, but not invoiced to us yet by the shipment company.
Transferable cash on delivery: You can see the C.O.D. amount on the left, which has been transferred to our account following the delivery of the package. This is the amount transferred at the next payment period.
Forwarder cash on delivery amounts: C.O.D. amounts that have been accounted for and invoiced. You will also find them by invoicing period at the bottom of this page, itemized, starting with the most recent one.
Do you need to do something with the invoices?
If your dispatched parcels are cash-on-delivery parcels and the cash-on-delivery amounts received cover the amount of the invoices we issue to you (in our experience, if at least 30% of orders are cash-on-delivery, this may already be the case), you have nothing to do with the invoices issued, the invoice value will be continuously and automatically compensated in the cash-on-delivery amounts.
We send you an e-mail of any outstanding invoices. However, we kindly ask you to please check the status of your invoices from time to time, as you might not notice these notifications, or they may even land in SPAM.
Important!!! If the e-mail address you’ve registered for payments changes, make sure to modify it at the admin surface of Webshippy (under “Settings- Company data”).
If at some point your C.O.D. amounts do not cover the total of your invoice, you can pay for it via bank transfer.
We kindly ask you to transfer the exact amount in order to be able to properly handle the payment. This way we can close the invoice.
The payment of invoices is only possible by bank transfer, and you’ll find our account number in the header of the invoice.