PayStack builds each merchant invoice from the billing settings configured for that office, along with any usage and additional line items for the selected billing period.
If an invoice total does not look right, use this guide to understand where each charge comes from.
Where Invoice Charges Come From
An invoice may include four main types of charges:
Service Charges
These are the recurring monthly charges for PayStack services enabled for the office.
Examples include:
- Windows Module monthly charge
- AR Module monthly charge
These amounts come from the office’s Services & Billing settings.
Usage Charges
Some services include usage-based billing.
Depending on the office configuration, this may include:
- Windows connections above the included amount
- Mailed statements
- Text messages above the included amount
PayStack uses the office’s configured rates and the usage recorded for the billing period to calculate these charges.
Additional Line Items
Additional charges can be added when something is not part of the normal service pricing.
Examples include:
- Terminal rentals
- Setup fees
- Data imports
- Other one-time or recurring fees
The description entered for the line item will appear with the charge so you can identify why it was added.
Credits & Adjustments
Credits and adjustments can be used when an invoice needs an amount added or reduced outside of the normal service charges.
These may be used for situations such as:
- Billing corrections
- Customer credits
- Special pricing adjustments
Why an Invoice May Differ From the Estimated Monthly Total
The Calculate Estimated Monthly Total button on the office’s Services & Billing page is useful for reviewing expected recurring charges.
The final invoice may be different because it can also include:
- Actual usage for the billing month
- Additional line items
- Credits or adjustments
- Changes to services or quantities
- The office’s billing dates
For this reason, always review the generated invoice before sending it or processing payment.
If a Charge Looks Wrong
While the invoice is still in Draft status:
- Review the invoice to identify the incorrect charge.
- Open the office’s Services & Billing page.
- Check the service rates, included usage, quantities, and additional line items.
- Make the necessary correction.
- Delete the draft invoice.
- Generate the invoice again.
Important: Changing an office’s billing settings does not correct an invoice that has already been generated. Delete the draft and regenerate it so PayStack can calculate the invoice using the updated settings.
If the Invoice Has Already Been Sent
Once an invoice has been sent, it can no longer be deleted.
If a sent invoice is incorrect, it must be voided before you create the corrected invoice.
Quick Check: Where Should I Look?
If the charge is for… | Check… |
Windows Module | Services & Billing → Windows Module |
Connections | Windows connection rate and included connections |
AR Module | Services & Billing → AR Module |
Mailed statements | Mail statement rate and usage |
Text messages | Included texts, additional text rate, and usage |
Terminal rental or other fee | Additional Charges & Line Items |
Credit or adjustment | Additional Charges & Line Items |
Wrong billing period | Billing start/end dates and selected invoice month |
Tip: If the total does not look right, investigate the Draft before sending it. Draft invoices can be deleted and regenerated; sent invoices must be voided.
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