A/R Connected to Your Fulfillment Operations
Invoices auto-generate when orders actually ship—not when you manually create them in accounting software. Order ships from warehouse → invoice posts to GL → customer gets billed. No manual invoice creation, no data entry, no sync delays between fulfillment and finance.
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A/R for Wholesale and DTC Brands
Manage wholesale customers, payment terms, and collections—all in one place with automated workflows
Wholesale/B2B
Offer Net 30/60 terms to retail partners. Invoice when you ship, track aging, collect payments.
DTC
Control when to authorize and capture card payments based on fulfillment stage—immediate capture for standard orders, delayed capture for pre-orders or made-to-order products.
Why you need both: Most DTC brands expand into wholesale. Manage different payment methods (terms vs. immediate capture) in one system—see which channels drive cash flow, which tie up working capital.
Automated invoicing
Invoices automatically generated when you ship wholesale orders. No manual entry, no delays—just accurate invoices posted to your general ledger in real-time.
Payment terms & collection
Offer Net 30, 60, or 90 terms to wholesale customers. Accept payments via credit card, ACH, wire transfer, or check with automated reminders.
Real-time aging reports
Know exactly which wholesale customers owe you money and when. Track aging buckets (0-30, 31-60, 61-90, 90+ days) with automatic aging calculations.
No transaction fees from Fulfil
Use your own payment gateway accounts—pay only their standard rates
Fulfil charges zero transaction fees. You pay your payment gateway's standard rates directly to them.
Why A/R in Fulfil vs. QuickBooks or Legacy ERP A/R
The difference isn't invoicing capability—it's WHEN invoices are created and HOW they connect to fulfillment.
| Feature | Manual Invoices/Spreadsheets | QuickBooks | Legacy ERP (NetSuite, SAP) | Fulfil |
|---|---|---|---|---|
| Invoice creation | Manual for every order | Manual entry or CSV import | Manual or requires complex automation | ✓ Auto-generates when shipment confirmed |
| Connection to fulfillment | No connection | Separate system, requires sync | Loosely connected, often needs customization | ✓ Same system—no sync needed |
| Partial shipments | Manual invoice creation for each partial | Manual handling | Complex configuration required | ✓ Partial invoices auto-generate |
| Real-time aging | Excel tracking | Updates on manual refresh | Batch updates (hourly/daily) | ✓ Updates instantly as shipments/payments occur |
| Payment terms automation | Manual tracking | Basic terms, manual collection | Terms tracking, limited automation | ✓ Auto-charge vaulted cards on due dates |
| Revenue recognition | Manual at month-end | Month-end close process | Often delayed until month-end | ✓ Happens at shipment, real-time |
For wholesale brands: You ship 200 orders today. Invoices for all 200 post to GL automatically. Customers get billed. A/R aging updates in real-time. No manual work, no data import, no sync delays.
Collect payments from wholesale customers your way
Whether wholesale customers pay via credit card, wire transfer, ACH, or check—Fulfil handles it all. Automatically match payments to invoices and reconcile your books without manual data entry.
- Credit card payments (Stripe, Authorize.net, Braintree)
- Offline payments (checks, wire transfers, ACH)
- Payment terms with automatic credit card charging
- Bulk payment imports from retailer remittances
One-click matching
Payments automatically matched to invoices by amount, date, and customer
Multiple invoices
Apply a single payment across multiple invoices with intelligent allocation
Payment tracking
See payment status, authorization, capture, and settlement details in real-time
Write-offs & adjustments
Handle discounts, write-offs, and payment adjustments with proper accounting
Control exactly when to authorize and capture payments
Vault customer cards securely with Stripe, Authorize.net, or Braintree—then choose when to authorize and capture based on your fulfillment workflow
Choose Your Authorization Strategy
Control when to authorize (hold funds) and capture (charge card) based on your fulfillment process. Different strategies work for different business models.
Manual Authorization & Capture
You control exactly when to authorize and when to capture. Perfect for high-value orders, custom products, or when you need manual review before charging.
- • Custom or made-to-order products
- • High-value B2B orders requiring approval
- • Orders with complex fulfillment requirements
Authorize When Order Confirmed
Funds are held immediately when the customer completes checkout. This is the most common approach—it ensures payment is available before you fulfill the order.
- • Standard DTC e-commerce orders
- • Orders that ship within 7 days (before authorization expires)
- • Businesses that want to secure payment upfront
Authorize When Shipment Assigned
Wait to authorize until the warehouse assignment is confirmed. Useful when you route orders to different warehouses or need to verify inventory before holding funds.
- • Multi-warehouse operations with inventory routing
- • Drop-ship or transfer order scenarios
- • When you need to confirm inventory before charging
Authorize When Picking Starts
Hold funds only when the warehouse starts physically picking the order. Minimizes authorization holds for orders that might take longer to process.
- • Pre-orders or backorders with uncertain ship dates
- • Made-to-order products with production time
- • Orders with longer fulfillment lead times
Authorize When Shipment Done
Only authorize and capture after the order ships. This approach eliminates authorization holds entirely—you charge the card only when goods are on their way to the customer.
- • Subscription boxes with variable ship dates
- • Crowdfunding or pre-order campaigns
- • Products with unpredictable manufacturing timelines
Vault Cards for Wholesale Customers on Terms
Most wholesale customers pay via check or wire transfer. But for smaller B2B customers or repeat buyers, vaulting cards enables automatic collection and reduces manual follow-up.
Scenario 1: Auto-charge on due date
Customer has Net 30 terms. On day 30, auto-charge their vaulted card—no manual collection.
Scenario 2: Recurring wholesale orders
B2B customer orders monthly. Ship, invoice generates, auto-charge vaulted card when due.
Scenario 3: Past-due invoices
Customer is 15 days late on a $5K invoice. Charge vaulted card with one click instead of calling to collect.
This only works if customers agree to vault cards. It's typical for traditional wholesale (e.g. Target, Nordstrom) to still pay via wire/ACH.
- PCI-compliant card storage via gateway tokenization
- Secure payment links for customers to add cards
- Charge vaulted cards for repeat purchases
- Automatic charging on payment terms due dates
Send Secure Payment Link
Generate a secure link from any sales order or invoice. Customer clicks the link to securely add their payment method.
Card Tokenized & Vaulted
Payment gateway tokenizes the card details. Only the token is stored in Fulfil—actual card data never touches your system.
Authorize or Capture
Choose when to authorize (hold funds) and capture (charge card) based on your fulfillment stage.
Reuse for Future Orders
Vaulted cards are available for repeat purchases, subscription orders, or automatic payment on due dates.
Net 30, 60, 90
Standard payment terms with automatic due date calculation
Auto credit card charging
Automatically charge cards on file when payment becomes due
Custom terms
Create custom payment terms for specific customers or trading partners
Early payment discounts
Offer 2/10 Net 30 terms to incentivize faster payment
Flexible terms for wholesale and B2B customers
Offer payment terms to trusted customers while maintaining control over your cash flow. Set custom terms per customer, automate credit card charging on due dates, and track which customers pay on time.
- Customer-specific payment terms and credit limits
- Automatic due date calculations and reminders
- Auto-charge cards on file when payment becomes due
- Track payment history to identify reliable customers
Set Credit Limits to Control Risk
Manage credit risk by setting maximum credit limits per wholesale customer. Track credit utilization in real-time and require manual approval for orders that exceed limits.
Example:
Customer has $25K limit and $15K in unpaid invoices. They try to place a $12K order—Fulfil flags this as exceeding limit ($15K + $12K = $27K > $25K). You either require prepayment or approve the credit increase.
- Set maximum credit per wholesale customer
- Orders exceeding limit require manual approval
- See available credit before confirming orders
- Track credit utilization across all unpaid invoices
- Adjust credit limits based on payment history
Credit Limit Enforcement
Payment History Tracking
Track which customers consistently pay on time vs. which are always late. Adjust credit limits accordingly—reliable customers get higher limits, chronic late payers get tighter terms.
A/R Aging That Updates in Real-Time
Most accounting systems update aging reports monthly. Fulfil updates aging in real-time as invoices are created and payments are received.
Aging Buckets:
- 0-30 days: Current invoices, payment expected soon
- 31-60 days: Slightly late, send first reminder
- 61-90 days: Significantly late, escalate collections
- 90+ days: Seriously delinquent, consider cutting off credit
DSO (Days Sales Outstanding)
Track how long it takes to collect payment on average. Wholesale industry average is 45-60 days. If your DSO creeps to 75 days, you have a collections problem—tighten terms or improve follow-up.
- Real-time A/R aging by customer (0-30, 31-60, 61-90, 90+)
- Customer-level tracking (30 days avg vs. 75+ days)
- Automated payment reminders and follow-up emails
- DSO tracking and trends over time
A/R Aging Summary
"All of our accounting happens in Fulfil. We track our aging reports and collections and can reach out to contacts based on the Fulfil contact records."
Plaid integration
Connect your bank account and import transactions automatically
Smart matching
Automatically match bank deposits to customer payments and invoices
Bank rules
Create rules to automatically categorize and reconcile recurring transactions
Gateway settlements
Reconcile Stripe and payment gateway settlements with fees automatically
Reconcile payments in minutes, not hours
Connect your bank account via Plaid or import statements automatically. Fulfil matches bank deposits to customer payments, making reconciliation effortless. No more hunting for which payment goes with which deposit.
- Automatic bank feed imports via Plaid integration
- CSV/OFX import for manual statement uploads
- Smart matching to customer payments and invoices
- Payment gateway settlement reconciliation
Frequently asked questions
How does Fulfil handle wholesale customer invoicing?
Invoices are automatically generated when you ship wholesale orders. Each invoice is posted to your general ledger in real-time with proper revenue recognition. If the order ships partially, Fulfil creates partial invoices automatically.
Can I offer Net 30 or Net 60 payment terms to wholesale customers?
Yes. You can set custom payment terms per customer (Net 30, Net 60, Net 90, or custom terms) and Fulfil will automatically calculate due dates. You can even set up automatic credit card charging on the due date for customers who have vaulted cards on file.
How do I track which wholesale customers are paying late?
Fulfil's real-time A/R aging report shows you exactly which customers have outstanding balances and how overdue they are (0-30, 31-60, 61-90, 90+ days). You can also send automated payment reminders and view complete payment history per customer.
What payment methods can wholesale customers use?
Wholesale customers can pay via credit card (through Stripe, Authorize.net, or Braintree), ACH, wire transfer, or check. You can also vault credit cards securely for future charges and send secure payment links for customers to add their payment methods.
How does Fulfil handle retailer remittances and chargebacks?
You can import retailer remittances via CSV to record bulk payments with deductions. Fulfil automatically matches these payments to invoices, tracks chargebacks and fees, and creates proper accounting entries for adjustments.
How do I handle wholesale customer disputes or deductions?
When wholesale customers take deductions (damaged goods, shortages, chargebacks), record as adjustments. Invoice shows full amount billed, deduction recorded separately, net payment received—full visibility into deduction patterns by customer.
What happens if a wholesale customer never pays?
After collection efforts, write off as bad debt. Fulfil creates journal entry debiting Bad Debt Expense, crediting A/R—removes from aging while maintaining audit trail. Track bad debt % by customer to identify risky accounts.
How does Fulfil handle early payment discounts (2/10 Net 30)?
Set up terms like "2/10 Net 30" (2% discount if paid within 10 days, full amount due in 30). When customers pay within discount period, automatically apply discount and record as sales discount expense.
Can I see which wholesale customers are most profitable after payment delays?
Yes. Compare gross margin by customer against average days to pay. Customer with 45% margins but 90-day payment cycles might be less valuable than 35% margins who pays in 15 days—cash flow matters.
See how Fulfil streamlines accounts receivable
Schedule a demo to see how Fulfil automates invoicing, payment collection, and cash flow management.
Request a Demo