FAQ

Seller FAQs

Sellers must pay their low $19.99 Annual Technology Fee before they can begin issuing invoices to their customers. After paying the Annual Technology Fee, Sellers will enjoy 12 free invoices & time sheets. If additional invoices or timesheets are needed sellers can purchase additional packages by clicking on the Billing tab in the platform. See website for pricing of packages.

The annual technology fee brings the following Seller benefits: 1) eliminates bill print function & costs 2) eliminates postage 3) facilitates collaboration with Buyer on the right payment term for both parties to optimize working capital 4) informs buyer on your desired payment method 5) shares your important company information changes such as address, contact, name, TIN, etc. instantly & electronically 6) provides invoice tracking & visibility – know when invoices have been approved for payment and 7) reduces worries of payment timeliness and cold collection calls since the platform delivers invoice status transparency.

All payments to Invoice Stream must be made online. We utilize Stripe as our integrated payment gateway platform. Stripe is PCI Compliant. PCI Compliance is the Payment Card Industry Data Security Standard (PCI DSS), which is a set of security standards designed to ensure that ALL companies that accept, process, store or transmit credit card information maintain a secure environment. Therefore, your payment information is extremely secure. At present, we are only taking credit card payments, but down the road we plan on accepting bank transfers, digital currencies, and other new FinTech payment methods.

After receiving an email for a relationship request to join the network from your customer, sign-up and logon. Upon logon, several set-up steps are needed and will show up in the “Alerts” box on your dashboard. Required set-up steps include: 1) accept relationship 2) upload a W-9 3) upload your company logo (needed for invoices) 3) set-up any products or services you will sell and 4) set-up any tax types and rates you will need to collect. Payment of the Annual Technology Fee and completion of the set-up steps are needed before commencement of invoicing.

Invoices can be submitted one of two ways; either enter your invoice through Invoice Stream’s quick-entry method (preferred) or drop a PDF invoice onto the platform. The quick entry method is preferred as it is on-time so upon submission it instantly gets routed for approval and will get posted quicker. Invoices dropped onto the platform as PDF submissions require Invoice Stream resources to process via a double blind key-entry and 3rd party arbitration process so it can take up to 24-48 hours to send out for approval.

Timesheet or Invoice transactions in Invoice Stream can be used for services rendered and will serve as the invoice. The Buyer’s Accounts Payable department can use a Control Number or the Date of Service as the invoice number. Also, Timesheets are also an available transaction to use when recorded hours times a specified rate equals the amount to charge the buyer. Timesheets may be appropriate for contract work and services performed.

Invoice status can be viewed one of two ways; either go to the invoice inbox through the Transaction folder or go to reports and pull “approved invoices” or “invoices pending approval.

Non-payment of an invoice should result in a follow-up directly with the company representative that ordered the goods or services as more than likely they have not approved the invoice.

The Seller will determine items & descriptions of goods & services they sell to their Customers (Buyers). Tax determination will be determined by the Seller at time of item category set-up. If the Buyer disagrees with taxes charged on a presented invoice they can reject the invoice and provide reason for rejection so that the Seller corrects and resubmits. It is up to the Buyer to provide Sales Tax Exemption certification to it’s Vendors (Sellers). Sellers should then be sure they have appropriate item categories set-up that are not taxable where tax should not be charged.

Buyer FAQs

Invoice Stream has been set-up to address many of the Buyer pain points caused by the invoice tail. The platform brings the following Buyer benefits: 1) eliminates paper invoices and delivers digits instead 2) facilitates collaboration with Sellers on the right payment term for both parties to optimize working capital 3) obtain new early payment discounts through term offerings and ability to capture in an electronic environment 4) enables an increase of electronic payment settlement options 5) brings enhanced data integrity of your master data by receiving important Seller information changes such as address, contact, name, TIN, etc. 6) obtains internal invoice approval electronically 7) provides invoice tracking & visibility – know when invoices have been approved for payment and 8) delivers invoices in the form of digits ready for ERP upload or integration and 9) provides a more reliable picture of what needs to be accrued for at month-end which improves financial reporting & forecasting accuracy.

After completing buyer sign-up, logon. Upon logon, several set-up steps are needed and will show up in the “Alerts” box on your dashboard. Required set-up steps include: 1) upload a W-9 2) upload your company logo 3) set-up any invoice fields needed for ERP upload or integration 4) select the appropriate invoice approval method 5) select the invoice file transmission method 5) determine accepted currencies 6) determine accepted payment terms.

After completing all set-up steps, you are ready to invite Sellers. You can invite Sellers one at a time or by uploading an excel file with information from your vendor master. Once Sellers accept, set-up, and pay the Annual Technology Fee, they can either enter invoices online or drop PDF copies on the platform. Invoice Stream will obtain your company personnel approvals via email notifications. Approved invoices will be delivered to you via your preferred electronic transmission method.

You will find your customer account number in the upper right hand corner of your Invoice-Stream bill. This identifies your account number in our records. Please use this number when requesting information about your account.

When you enter your billing information during signup or upgrading a website, there is a “Company” text field where you can enter your company name. This information is included on your invoice. You can also upload your company logo so it appears on invoices. If the company name is not currently included in the invoice, please update your credit card information to include the company name.

Unfortunately, we don't offer this capability. If the invoice has already been generated we cannot change any details on it. Incorrect invoices should be rejected back to the Seller with reason for rejection and resubmission.

The Seller will determine items & descriptions of goods & services they sell to their Customers (Buyers). Tax determination will be determined by the Seller at time of item category set-up. If the Buyer disagrees with taxes charged on a presented invoice they can reject the invoice and provide reason for rejection so that the Seller corrects and resubmits. It is up to the Buyer to provide Sales Tax Exemption certification to it’s Vendors (Sellers). Sellers should then be sure they have appropriate item categories set-up that are not taxable where tax should not be charged.



Invoice Stream is a Software as a Service (SaaS) Procure To Pay (PTP) network, hosted in the cloud that facilitates Buyers and Sellers to exchange electronic data in a minimal cost-sharing model

Contact Us

Email: marketing@invoice-stream.com
Tel: 404-731-8172