The Automated Invoicing feature streamlines your billing process by sending invoices with minimal effort. Clients can view the latest updated invoice through a secure email link and pay online seamlessly. This reduces manual tasks, ensures accuracy, and accelerates payments.
When a pick ticket is completed, AIMS360 can raise the invoice on its own, drop the tracking number on it, reconcile what the freight actually cost, and email it so the buyer can pay by card or ACH without leaving the message.
Automated invoicing turns a completed pick ticket into a finished invoice without anyone opening the order again, then delivers it so the buyer can pay from the email. The invoice carries the itemized detail, taxes, freight, tracking number and any deposits or credits already applied.
It is part of the ERP, not a bolt on. The order, the shipment, the invoice, the open balance and the payment all live in the same system, so nothing has to be re-keyed between a billing tool and your accounting.
If you would rather create invoices in scheduled runs than have them raised the moment each shipment completes, that is batch invoicing, and most brands use both.
The trigger is the pick ticket. Everything after it can run without a person.
The warehouse confirms what actually went out. Quantities shipped, not quantities ordered, are what carry forward, so short ships and split shipments bill correctly.
Turn on auto invoicing and the invoice is raised as soon as the pick ticket completes, with no gap between shipping and billing. Prefer to bill in waves after a shipping day instead? Run batch invoicing.
The tracking number is written onto the invoice and the shipping cost is reconciled, with any customer specific shipping pricing applied. See the next section.
Email in bulk or print in bulk, with a message customized per customer. When the buyer pays, the payment posts against the invoice, AR aging updates, and the entry syncs to QuickBooks or NetSuite.
Both are handled at pick ticket completion. AIMS360 writes the tracking number onto the invoice, so the buyer can see how the shipment is traveling from the same document they are being asked to pay. It also reconciles the shipping cost that lands on the invoice rather than leaving an estimate typed in earlier to stand as the billed amount.
Wholesale accounts do not all get billed freight the same way. AIMS360 supports special shipping pricing per customer, so a given account can be billed a discounted rate or an upcharged one, applied automatically as the invoice is created instead of being adjusted by hand afterwards.
| On the invoice | What happens |
|---|---|
| Tracking number | Written onto the invoice when the pick ticket is completed, so the shipment and the bill travel together. |
| Shipping cost | Reconciled against the shipment rather than left as an earlier estimate. |
| Discounted shipping | A wholesale customer set up for discounted shipping is billed at their agreed lower rate. |
| Upcharged shipping | A customer set up for an upcharge is billed above the reconciled cost, applied automatically. |
AIMS360 sends invoices two ways, and you are not forced to pick one for the whole customer base. The first attaches the invoice to the email as a document. The second sends a secure link to the invoice as it stands right now. Both carry AIMS360 Pay, so the buyer can pay by credit card or ACH either way, and both respect a card the customer already has on file.
The invoice travels with the message as an attachment. This suits buyers whose AP department files a document against a purchase order, or who forward invoices into their own system. The email still carries the AIMS360 Pay option, so an attachment does not mean a slower payment.
The email carries a secure link instead. Opening it shows the invoice as it currently stands, which matters when a credit, a return or a freight adjustment changed the balance after the original send. The buyer pays from that same view.
| Question | Attachment | Secure link |
|---|---|---|
| Buyer gets a document to file | Yes, attached to the email | Viewable and printable from the link |
| Reflects changes after sending | No, it is a snapshot at send time | Yes, always the current balance |
| Pay by card or ACH | Yes, through AIMS360 Pay | Yes, through AIMS360 Pay |
| Uses a card already on file | Yes, if the customer has one saved | Yes, if the customer has one saved |
| Login required to pay | No | No |
Automated invoicing is how the invoice reaches the buyer. AIMS360 Pay is how the money comes back. Every invoice email, attachment or link, can carry a secure payment option, so the buyer moves from reading the invoice to paying it without a portal login, a phone call or a separate payment request.
If that customer already has a card on file, the invoice honors it. They select the saved method rather than re-entering a number, which is the difference between a payment that happens at the desk and one that waits for someone to dig out a card.
One thing to know if you capture cards at the moment of invoicing rather than from the email: that has to be done with a person present, and it changes how you run batch invoicing. The batch page explains the setting.
Payments reconcile against the invoice automatically and sync to QuickBooks or NetSuite, so collections do not create a second round of data entry in accounting.
| Auto invoicing | Raise the invoice automatically when a pick ticket is completed. |
| Batch creation | Create invoices in scheduled runs instead. See batch invoicing. |
| Tracking number | Write the shipment tracking number onto the invoice. |
| Freight reconciliation | Reconcile the shipping cost that appears on the invoice against the shipment. |
| Customer shipping pricing | Bill wholesale accounts a discounted or upcharged shipping rate, applied automatically. |
| Bulk email | Send the whole batch by email in one action. |
| Bulk print | Print the batch for customers who still require paper or who are billed by mail. |
| Per customer messages | Customize the message accompanying the invoice for each customer. |
| Attachment or link | Send the invoice as an attachment, or as a secure link to the current version. |
| Embedded payment | AIMS360 Pay option on the invoice for credit card, debit and ACH. |
| Card on file | Honors a payment method the customer has already saved. |
| Automatic posting | Payment applies to the invoice and updates AR aging without manual matching. |
| Accounting sync | Entries flow to QuickBooks or NetSuite. |
Worth knowing before you scope a rollout.
It does not bill ahead of shipment. Invoicing is driven by completed pick tickets, so an order that has not shipped will not produce an invoice, and a warehouse that is behind on confirming shipments shows up as a billing delay rather than a billing error.
It does not chase payment on its own. Automated invoicing delivers the invoice and accepts the payment. Collections strategy, dunning schedules and credit decisions remain yours to run.
It does not replace an EDI 810. Retailers who require invoices through EDI receive them through the AIMS360 EDI engine, not by email. Email invoicing is for the accounts that do not mandate EDI.
The questions brands ask before switching billing into the ERP.
Both are supported. There is an option to invoice automatically as soon as a pick ticket is completed, which suits brands that want billing to follow shipping with no gap. Brands that prefer to bill on a cycle run the Batch Invoice module instead, selecting the pick tickets to invoice and creating them in one pass.
Yes. The tracking number is written onto the invoice when the pick ticket is completed, so the buyer sees what shipped and how it is traveling on the same document that asks them to pay, rather than in a separate shipping notification.
Yes. Wholesale orders support special shipping pricing set per customer, either discounted or upcharged. The rate is applied as the invoice is created, so accounts with negotiated freight terms do not need an adjustment afterwards.
Yes. The two send modes are not an either or decision for the whole customer base. Accounts whose AP department needs a document to file can receive the attachment, while accounts that benefit from seeing the current balance receive the link.
No. The payment option in the invoice email works without an account or a portal login. The buyer opens the invoice, chooses credit card, debit or ACH, and confirms.
The invoice respects it. Rather than entering card details again, the customer selects the stored method and confirms the payment, which removes the most common reason an otherwise willing buyer delays paying.
It posts automatically. The payment applies to the originating invoice, AR aging updates, and the entry syncs to QuickBooks or NetSuite, so the cash receipt does not need to be matched manually in accounting.
EDI invoicing uses the 810 transaction and is required by most large retailers as a machine to machine document. Email invoicing covers the accounts that do not mandate EDI, including boutiques, distributors and direct customers. AIMS360 runs both from the same order and shipment data.
Last reviewed 17 August 2026 by the AIMS360 product team.
Reviewed against the current AIMS360 invoicing and AIMS360 Pay feature set, including auto invoicing on pick ticket completion, tracking and freight reconciliation, per customer shipping pricing, both email send modes and card on file behavior.
See automated invoicing and AIMS360 Pay running against your own order flow, in a demo built around how your brand actually ships and bills.
