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Understand ShopBase Balance invoice

ShopBase Balance is your credit account shared by all of your stores. Profits from business activities on ShopBase, such as PrintBase orders, ShopBase Payments orders, cashback from promotion/referral programs, etc., are deposited into this account. This account is also used to pay for ShopBase service fees: monthly subscription fees, transaction fees, text message fees, etc. There are various types of invoices in your Balance to help you keep track of your business's costs and revenue. In this article, we will walk you through all of the contents of Balance invoices.

In this article

A. Definition of invoice
B. Invoice contents
C. Invoice filter
D. ShopBase service fee collection schedule
E. Open invoice collection rule

A. Definition of invoice

An invoice is a list of transactions that are created to record the payment collection between ShopBase and ShopBase's merchants.

B. Invoice contents

Each user has one Balance account. All transactions in Balance are recorded in your Balance.

How to view your Invoices

From your Store admin page, click on Profile at the bottom left of the page.

Click on Balance to visit ShopBase Balance settings.

Click on View invoices.

What information is included in an invoice

An invoice includes the following information:

Payment release information:

Last release: The total amount that is the previously transferred from Available soon to Available to payout. You can either payout this amount or use it to pay for ShopBase fees.
Next release: The total amount that is going to be transferred from Available soon to Available to payout within its expected date.

Shop domain: The store that has the transactions. In some cases, a transaction or an invoice can be created without a store's name (For example, manual/automatic top-up transactions).

Contents: There are various invoice contents, including:

Affiliate cashback receiving: Cashback from Affiliate program.
Approve place order by cs
Automatical top-up: This is an amount that is automatically added to your Balance when it falls below the default threshold; or when it goes below the certain threshold in your settings in Auto Top-up; or when there is an insufficient balance to cover a transaction.
Buy new domain: The fee to buy a new domain from ShopBase.
Charge: Additional charge from ShopBase.
Store Relaunch offer
Transfer from Pending to Available balance: The amount resulting from the transfer of funds from Available soon to Available for Payout.
Gift from create first shop
Gift from PrintBase: Bonus from PrintBase's event/program.
Gift from ShopBase: Bonus from ShopBase's event/program.
Transfer from available to payout to pending
Manual top-up: This amount is manually added to your ShopBase Balance.
Daily cashback receiving: Cashback received from ShopBase daily.
Balance adjustment: The amount resulting from ShopBase Balance team adjusting your Balance to correct the funds.
PrintBase order on hold
ShopBase Payments order collecting
Pay back from changing plan: The amount that remains after your subscription plan is changed (expired) and is refunded to your Balance.
Received the pay-back because of the incorrect charge: In the event that you were incorrectly charged, you will be reimbursed the amount you were charged.
Pay out: Profit of your orders that you request to payout.
CSV fulfillment service cost: This fee is paid for the order fulfillment process when you fulfill orders using .csv file via PrintHub.
PrintBase order collecting: This amount is the profit collected from each PrintBase order. If this order is refunded, the transaction showing the refund amount will be displayed in this invoice as well. Kindly read this article for more information on this type of invoice.
PlusBase order collecting: This amount is the profit collected from each PlusBase order.
Print file fee collecting: Charges when a print file is generated.
PrintHub order collecting: Charges from PrintHub orders.
Purchase order PlusHub
Refund: Occasional refund from ShopBase.
Received the subscription fee's refund: The amount when your subscription fee is refunded.
Renew a domain: The fee to renew a domain from ShopBase.
Resolve Negative
Charge shipping & purchasing order PlusHub
Refund shipping fee PlusHub
Refund Purchase order PlusHub
Charge shipping fee PlusHub
SMS fee collecting: This amount is used for abandoned checkout SMS service.
ShopBase Payments order on hold
Subscription fee collecting: This amount is used to pay for your store's subscription plan.
Tier Program
Manual top-up via wire transfer
Transaction fee collecting: This amount is paid for the transaction fee of each successful ShopBase order.


For SMS fee collecting and Transaction fee collecting invoices: The total amount of all transactions included in the invoice.
For other invoices: The amount of the first transaction in the invoice.

Status: There are 5 invoice status in ShopBase Balance.

Partially refunded

Created date: The time when the invoice was created.

Latest transaction date: The time when the last transaction in the invoice occurred.

C. Invoice filter

You can choose the stores of which you want to view invoice, select the date range when the invoice occurred, and click on More filters to filter out invoices using more following information:

Shop Domain.
Created date.

D. ShopBase service fee collection schedule

While most ShopBase transactions are charged at the time they are created, SMS and transaction fees are charged daily. In more detail, ShopBase only generates one open invoice per day for each of these fees. This open invoice will include all transactions of the respective fee occurring from 00:00:00 UTC +0 to 23:59:59 UTC +0. Then, this open invoice will be charged the following day at 0:00 UTC +0.

Details of ShopBase service fee collection schedule is as follows:

SMS feeTotal charges incurred during the day from 00:00:00 UTC +0 to 23:59:59 UTC +0 based on the number of SMS sentDaily
Transaction feeTotal charges incurred during the day from 00:00:00 UTC +0 to 23:59:59 UTC +0 based on the number of orders and the store’s subscription planDaily
Store’s subscription planBased on the store’s subscription planMonthly
Fulfillment service planBased on the number of ordersDaily

E. Open invoice collection rule

ShopBase first deducts fees from the Seller's available Balance. If the available Balance is less than the total fee to be collected, ShopBase will deduct from the available Balance while also initiating an automatic top up transaction from the credit card linked to ShopBase Balance for the remainder.

If the remainder is less than or equal $5, ShopBase will automatically top up $5 directly from the credit card linked to ShopBase Balance.
If the remainder is greater than $5, ShopBase will automatically top up the exact remainder directly from the credit card linked to ShopBase Balance.

If the transaction fails or is rejected, ShopBase will recharge the account daily.

If the transaction fails or is rejected 5 times in a row, the store will be temporarily frozen until a full payment to ShopBase is made successfully.
Time frame from the first failed/rejected transaction to the store being frozen is 5 days.
To reopen your store, you have to repay all the store’s open invoices.

If the open invoice of SMS fee fails to be charged, the abandoned SMS service will be interrupted for the store immediately.
If the transaction for the first subscription fee collection fails (right after the free-trial period ends), the store will be automatically frozen after 1 calendar day following the failed transaction.
If the store’s reopening date is after the subscription expiration date, the Seller must pay for the new subscription fee.
The store’s data will be kept for 30 days following the freezing date.

Understand ShopBase Balance
Understand ShopBase fee & charge
How to keep track on PrintBase orders collecting in Balance?

Updated on: 18/08/2022

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