Setting up billing profiles and rules

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Invoicing profiles and rules define how each seller is billed. A profile is a billing template; rules inside that profile specify what to charge and under which conditions.

This guide walks through creating profiles, configuring rules, and testing your setup before the first real invoice export.

Step 1: Open invoicing profiles

Go to Administration > Invoicing.
Click Manage profiles.

Step 1

Click New profile to create a profile, or open an existing one to edit it.
Enter a name (for example Standard fulfillment or Premium EU) and an optional description.
Set VAT rate (%) or Sales tax rate (%) — defaults to 21% for EU centers. The label adapts to your center country.
Set profile toggles:

Toggle	When to use
Include storage costs	Bill storage for mapped warehouse stock
Include manufacturing costs	Bill per-unit manufacturing costs from product settings (set on each product under Warehouse > All products)
Include warehouse tasks	Bill task charges from the task module
Include verified surcharges	Add validated carrier surcharges to the invoice
Exclude manual shipments	Skip shipments created manually outside normal flow
Include reverted labels	Bill reverted/cancelled shipment labels (excluded by default)
Minimum orders per month	Threshold before certain rules apply

Mark one profile as Default — it is pre-selected when you create a new invoice export.

Tip: Use Duplicate profile to copy an existing profile with all its rules, conditions, and fee tiers—useful when onboarding a seller on a similar contract.

Note: Manufacturing costs are controlled by the profile toggle and per-product values—not by invoicing rules. Do not add a separate manufacturing rule.

Step 2: Add billing rules

Open a profile from Manage profiles and click Rules (or open the profile row).
Click New rule.

Step 3

Configure the rule:

Field	Description
Name	Internal label, e.g. Pick & pack per order
Charge type	How the fee is calculated (see table below)
Amount / tiers	Fee value or tier breakpoints
Cost category	Pick & pack, shipment costs, storage, surcharge, etc.
Priority	Execution order — lower numbers run first

Charge types

Charge type	Use when
Fixed	A flat fee per matching event
Per order	One fee per order
Per shipment	One fee per shipment/label
Per item	Fee × line-item quantity
Per SKU	Fee per distinct SKU
Per kg	Weight-based charging
Percentage	Markup % of a base (e.g. shipping label price)
Pass through carrier rate per shipment	Exact label price from ChannelDock
Tiered	Different rates at volume or weight breakpoints

Save the rule and repeat for each fee in the contract.

Example rule set:

Priority	Rule	Charge type
10	Pick & pack	Per order — €3.95
20	Multi-pick	Per item — €0.85
30	Storage	Per kg — €0.15
40	Shipping labels	Pass through label price
50	DHL markup	Percentage — 110% of label price

Step 3: Define conditions

Conditions control when a rule applies.

Open a rule and go to Conditions.
Build a condition group with AND / OR logic. Nest groups for complex contracts.
Each condition uses: entity + field + operator + value.

Common condition entities

Order — channel, country, weight, status
Order product — SKU, EAN, quantity
Shipment — carrier, service, destination
Product — packaging category, dimensions
Seller — for edge cases within a shared profile
Package — packaging type on the order

Example: (carrier = DHL AND country = NL) OR (carrier = DPD AND weight > 20 kg)

Extra shipment labels: Second and third labels on an order (the EXTRA_SHIPMENT line) may inherit packaging and label price from the first label on the same order during invoicing evaluation. Pick & pack rules keyed on packaging can therefore match on those labels too.

Save conditions and use Test profile to validate against a date range before invoicing.

Rule priority and bulk actions

Rules run in priority order — number them 10, 20, 30… so you can insert rules later.
Drag to reorder when no filters are active.
Bulk actions: enable/disable, delete, copy rules to other profiles, or bulk-apply fees/conditions.

Import product rules

For SKU- or EAN-specific pick fees, use Import product rules in the rules modal to upload a spreadsheet instead of creating rules one by one.

Column	Content
A	EAN or SKU
B	Cost per item

Each row becomes one invoicing rule matched on SKU or EAN, charged per item. You can optionally replace existing single-SKU / single-EAN rules in the profile before import.

Linking to classic Administration settings

Some costs are configured in All financials (pick costs per seller/product, packaging, carrier overrides, storage on warehouse sections).

Invoicing can bill from the same warehouse activity, or you can model fees entirely in invoicing rules. Pick one approach per fee type to avoid duplicate charges.

Checklist before your first export

[ ] At least one invoicing profile exists with a default set
[ ] VAT/sales tax rate set per profile
[ ] Each contract fee has a matching rule (or manufacturing toggle enabled with product costs filled in)
[ ] Conditions tested with Test profile
[ ] Rule priorities set (specific before general)
[ ] Verified surcharges imported for the period (if billing surcharges)
[ ] Warehouse sections mapped (if billing storage)

Next: Creating invoice exports

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