Invoices & Terms

Overview

This guide explains how to access and read your EFS invoices, available payment methods, payment deadlines, and what happens if payment is late. Understanding your invoice helps you track costs and ensure timely payment.

Invoice Schedule

Weekly Billing Cycle

Every Tuesday:

• Invoice is generated for the previous week’s services
• Email notification sent to your billing contact
• Invoice available in your Fulfillment Control Panel

Every Wednesday:

• Payment is due
• Gives you 24 hours to review invoice before payment

What’s Included:

• Storage fees for that week
• Orders fulfilled and shipped during the previous week
• Shipping charges for orders shipped
• Additional services performed (receiving, kitting, returns, etc.)
• Any applicable non-compliance fees

Example Timeline

Week of November 11-17, 2025:

• Services performed throughout the week
• Orders ship Monday through Friday

Tuesday, November 19, 2025:

• Invoice generated
• Email notification sent
• Available in FCP

Wednesday, November 20, 2025:

• Payment due

Accessing Your Invoices

In Your Fulfillment Control Panel

To view current invoice:

1. Log into your FCP at fcp.efulfillmentservice.com
2. Navigate to Billing menu
3. Select View Invoices
4. Click on the most recent invoice

To view past invoices:

1. Same path: Billing > View Invoices
2. Scroll through invoice list
3. Click any invoice to view details
4. Download as needed

Email Notifications

Invoice ready notification:

• Sent every Tuesday when invoice is generated
• Sent to billing contact email address
• Contains link to view invoice in FCP
• Does not contain invoice as attachment (for security)

How to update billing contact email:

1. Go to Client Info > Manage Email
2. Add or update email addresses
3. Select notification types from dropdown
4. Ensure “Billing” notifications are selected

Understanding Line Item Details

Storage Charges

What you’ll see:

• Number of bins occupied
• Your SKU count tier rate
• Overflow storage (if applicable)
• Week being charged

Why it varies:

• Adding/removing inventory changes bin count
• SKU count affects per-bin rate
• Overflow varies with inventory levels

Order Charges

What you’ll see:

• Order number (EFS/ Store ID)
• Date order shipped
• Customer name (before 15-day redaction period)
• Pick/Pack (per package in the order) fee
• Additional item fees (if multi-item order)

Why it varies:

• More orders = more charges
• Multi-item orders have additional fees
• Order volume changes week to week

Shipping Charges

What you’ll see:

• EFS order number, Store order number, City, Country
• Carrier and service level
• Package weight
• Destination zone
• Base shipping rate
• Fuel surcharge
• Any additional surcharges (residential, signature, etc.)

Why it varies:

• Package weight affects cost
• Destination distance (zones) affects cost
• Fuel surcharges change monthly
• Different carriers/service levels have different rates
• Residential addresses have surcharges

Special Service Charges

What you’ll see:

• Service type (kitting, labeling, returns, etc.)
• Date service performed
• Quantity or time increment
• Rate per unit or per half-hour

Why it varies:

• Only charged when services are performed
• Varies based on what you request each week

Payment Methods

Credit Card

How it works:

• Card information stored securely.
• Automatically charged on Wednesday
• 3.5% processing fee based on invoice total (charged by the card processing company)

To update card information:

1. Send a Zendesk support ticket with Billing in the subject line.

Important: Do not initiate chargebacks. See Dispute Help Guide for proper dispute process.

ACH Transfer

How it works:

• Electronic bank transfer
• Bank account information on file
• Automatic withdrawal on Wednesday
• No additional processing fees

To set up ACH:

• Contact your Client Care Account Specialist
• Provide bank account and routing numbers
• Complete authorization form
• Automatic payments begin next billing cycle

Wire Transfer

How it works:

• Manual bank wire transfer
• Initiated by you each week
• Payment reference must include invoice number
• $35.00 fee 

To pay via wire:

1. Contact Accounting for wire instructions
2. Initiate wire from your bank
3. Include invoice number in reference
4. Allow 1-2 business days for processing

Prepaid Deposit

How it works:

• Fund your account in advance
• Weekly charges deducted from balance
• Top up as needed
• Refundable when closing account

Benefits:

• Simplifies weekly payments
• Good for budgeting
• No payment processing delays
• Balance visible in FCP

To set up prepaid:

• Contact Accounting Department
• Determine initial deposit amount (recommend you have at least 3 weeks of funds available)
• Fund account via wire or check
• Automatic deductions begin

Payment Terms

Due Date

Payment is due every Wednesday following Tuesday invoice generation.

Payment is considered received:

• Credit card: When processed (automatic)
• ACH: When cleared (1-2 business days)
• Wire transfer: When received and cleared (1-2 business days)
• Prepaid: When deducted from balance (automatic)

Late Payment

If payment is not received by Wednesday:

 Fees accrue:

• Non-Sufficient funds fee $30.00 per occurrence 

Service impact:

• EFS will withhold delivery of services
• Orders will be held
• Inventory receiving may be paused
• New inventory shipments not accepted

Your obligations remain:

• Outstanding invoices must be paid
• Storage fees continue to accrue

Payment Failure

If automatic payment fails (credit card declined, insufficient ACH funds):

1. Email notification sent immediately
2. You must provide alternative payment within 24 hours
3. Services may be suspended until account is brought current

Common reasons for payment failure:

• Expired credit card
• Credit card declined (insufficient funds, fraud hold)
• Insufficient ACH account balance
• Bank account closed

How to prevent:

• Keep payment information current
• Ensure sufficient funds available
• Update expiring credit cards in advance
• Monitor payment confirmation emails

Credits and Adjustments

How Credits Appear

If you receive a credit (dispute resolution, service error compensation, etc.):

Credits appear as line items on your next invoice:

• Credit – Invoice #12345 – Duplicate Charge = -$15.45
• Credit – Service Error – Order #67890 = -$25.00

Credits reduce the total amount due on that invoice.

Previous Balance

If you have an unpaid balance from a previous invoice:

The unpaid amount appears as “Previous Balance” and is added to current charges:

• Current Charges = $250.00
• Previous Balance = $100.00
• Total Amount Due = $350.00

You must pay the total amount due, including previous balance.

Overpayment

If you accidentally overpay:

• Overpayment amount applied as credit
• Appears on next invoice as “Credit – Overpayment”
• Reduces next invoice balance
• Or can be refunded upon request

Non-Refundable Fees

All Fees Are Final

Per the Master Services Agreement:

• All invoiced fees are non-refundable once services are performed
• This includes all service fees, shipping costs, and additional services
• Payment does not guarantee services can be reversed

What this means:

• Can’t get refund if you change your mind about a service
• Can’t get refund for orders already shipped
• Can’t get refund for storage after inventory was stored

Exceptions:

• Billing errors (disputed and approved)
• Services not actually performed
• Services billed at incorrect rates

Service Errors

For service errors (wrong item shipped, receiving errors, etc.):

• Limited compensation available
• See Master Services Agreement Section 3
• Maximum $100 per claim, $1,000 per year
• Must be filed within 30 days

Invoice Disputes

If you believe charges are incorrect:

See the complete Dispute Help Guide for detailed process.

Quick summary:

1. Must dispute within 30 days of invoice date
2. Submit via Zendesk with documentation
3. EFS reviews and responds
4. Credits applied if dispute approved
5. Pay undisputed amounts on time

Downloading and Exporting Invoices

Download Individual Invoices

From FCP:

1. Navigate to Billing > View Invoices
2. Click on invoice you want to download
3. Click “Download Detailed Spreadsheet”
4. Save to your computer

Uses:

• Accounting records
• Tax documentation
• Expense tracking
• Budget analysis

Tax Information

Sales Tax

EFS does not collect sales tax:

• This is completed by your store payment processor
• Applicable state and local tax laws

Questions about tax:

• Contact a credited licensed CPA or Tax Attorney
• Provide tax exemption certificates if applicable
• Ensure business information is current

Tax Documentation

EFS provides:

• Detailed invoices for tax purposes
• Annual summary available upon request

You are responsible for:

• Determining tax deductibility
• Maintaining invoice records
• Consulting your tax advisor
• Filing appropriate business taxes

Account Closure and Final Invoices

When Closing Your Account

Final invoice includes:

• All services through last day of operation
• Any outstanding balances
• Close-out fees (see Close Out Fee Schedule)
• Inventory removal or disposal costs

Payment required before:

• Inventory is released
• Account is fully closed
• Final records are provided

See Master Services Agreement Section 2 for complete closure terms.

Best Practices

Review Invoices Promptly

✅ DO:

• Review every Tuesday when invoices arrive
• Check line items against expected charges
• Compare to previous weeks for anomalies
• Download for your records
• Dispute within 30 days if needed

❌ DON’T:

• Ignore invoices until payment deadline
• Assume all charges are correct without reviewing
• Wait until last minute to question charges
• Forget to download for accounting records

Keep Payment Information Current

✅ DO:

• Update expiring credit cards before expiration
• Verify sufficient ACH account funds
• Monitor payment confirmation emails
• Keep billing contact information current
• Set reminders for card expiration dates

❌ DON’T:

• Let credit cards expire without updating
• Ignore payment failure notifications
• Close bank accounts without updating EFS
• Change email without updating billing contact

Maintain Communication

✅ DO:

• Contact EFS immediately if unable to pay on time
• Discuss payment arrangements if needed
• Ask questions about charges you don’t understand
• Keep your Client Care Account Specialist informed of business changes

❌ DON’T:

• Simply not pay without communication
• Ignore late payment notices
• Initiate chargebacks without contacting EFS
• Let small issues become big problems

Common Questions

Can I pay monthly instead of weekly?

Standard terms are weekly billing. 

What if I need more time to pay?

Contact the Accounting Department immediately if you cannot make Wednesday payment. Communication is key – we may be able to work out a short-term arrangement.

Why did my invoice amount change from last week?

Common reasons:

• Different number of orders fulfilled
• More/less inventory in storage
• Special services performed
• Shipping cost variations
• Carrier rate or fuel surcharge changes

How long do I need to keep invoices?

Consult your accountant or tax advisor. Generally, businesses keep financial records for 3-7 years depending on tax laws and business requirements.

Can I set up automatic payments?

Yes – credit card and ACH are automatic. Ensure your payment information stays current.

What if I’m charged for something I didn’t request?

See Dispute Help Guide for the complete process to dispute charges.

Contact Information

Billing Questions:

• Your Client Care Account Specialist via Zendesk
• Customer Service via Zendesk

Payment Issues:

• Contact immediately if payment will be late
• Request payment arrangements via Zendesk

Invoice Disputes:

• Submit via Zendesk within 30 days
• See Dispute Help Guide

Remember: Reviewing your invoices weekly and paying on time helps maintain smooth operations and avoid late fees. If you have questions about any charges, don’t hesitate to reach out to your Client Care Account Specialist for clarification.