Complete guide to invoice generation on the C-Band Mailbox platform, including automatic monthly invoicing, manual invoice creation, tax calculations for GST/HST and US sales tax, and multi-currency support.
Creating Invoices
The C-Band Mailbox platform provides comprehensive invoicing tools that automate the billing process for your renter accounts. This guide covers both automatic and manual invoice generation, tax calculations for US and Canadian renters, multi-currency support, and invoice customization options. Accurate invoicing is essential for maintaining renter trust, ensuring compliance with tax regulations, and keeping your financial records in order.
Automatic Monthly Invoicing
The platform automatically generates monthly invoices for all active renters based on their service plan and activity during the billing period. Automatic invoicing processes at the end of each billing cycle and includes all recurring and usage-based charges.
What Is Included in Automatic Invoices
- Subscription Fee: The renter's monthly service plan fee for their mailbox
- Action Request Fees: Charges for individual action requests completed during the billing period, including scans, forwards, shreds, and pickups
- Storage Fees: Charges for mail or packages stored beyond the standard 30-day free period (per the Operator Terms & Conditions Section 4.7)
- Additional Services: Any other services rendered during the billing period
- Applicable Taxes: GST/HST for Canadian renters, state/local sales tax for US renters
Manual Invoice Creation
In addition to automatic invoicing, you can create manual invoices for one-time charges or services not covered by the standard billing cycle:
- Special handling fees for oversized or unusual packages
- Custom service requests outside the standard action request types
- Setup or activation fees (if applicable)
- Credits or adjustments
Creating a Manual Invoice
- Navigate to the Billing section of your operator dashboard
- Select "Create Invoice" and choose the renter
- Add line items with descriptions, quantities, and unit prices
- Apply the appropriate tax rate based on the renter's country and jurisdiction
- Review the invoice for accuracy
- Send the invoice to the renter through the platform
Invoice Components - Detailed Breakdown
Each invoice generated by the platform includes the following components:
- Invoice Number: Unique, sequential identifier for record keeping
- Invoice Date: The date the invoice is generated
- Due Date: Payment due date (typically upon receipt or within a specified grace period)
- Renter Information: Name, account number, and mailbox number
- Operator Information: Your business name, address, and contact details
- Line Items: Itemized list of charges with descriptions, quantities, unit prices, and totals
- Subtotal: Sum of all line items before tax
- Tax: Applicable taxes calculated based on the renter's jurisdiction
- Total: Final amount due including all charges and taxes
Tax Calculations
Tax calculations differ significantly between US and Canadian renters. The platform handles these calculations automatically based on the renter's country and jurisdiction.
Canadian Renters - GST/HST
Canadian renters are subject to the Goods and Services Tax (GST) or Harmonized Sales Tax (HST) depending on their province:
- GST Only (5%): Alberta, British Columbia, Manitoba, Saskatchewan, Northwest Territories, Nunavut, Yukon
- HST (13%): Ontario
- HST (15%): New Brunswick, Newfoundland and Labrador, Nova Scotia, Prince Edward Island
- GST (5%) + QST (9.975%): Quebec (Quebec Sales Tax is separate from HST)
The platform automatically applies the correct tax rate based on the renter's province. If you are a GST/HST registrant, your registration number appears on all invoices.
US Renters - State and Local Sales Tax
US renters may be subject to state and local sales tax depending on your operating jurisdiction and the renter's location:
- Tax rates vary by state, county, and city - the platform uses the appropriate rate based on the service location
- Wayfair Nexus Rules: Following the 2018 South Dakota v. Wayfair Supreme Court ruling, states can require sales tax collection based on economic nexus (revenue thresholds that vary by state). The platform helps you determine your nexus obligations.
- Exempt Services: Some states exempt certain services from sales tax. Consult your tax advisor for state-specific guidance.
Multi-Currency Support
The platform supports multi-currency invoicing:
- Canadian Renters: All invoices generated in Canadian Dollars (CAD)
- US Renters: All invoices generated in US Dollars (USD)
- Currency is automatically determined by the renter's country selection at account creation
- Exchange rates are not applied - each renter is billed in their local currency
Invoice Customization
Customize your invoices to reflect your brand and meet local requirements:
- Add your business logo to invoice headers
- Customize the invoice footer with your business registration numbers (EIN, BN, GST/HST number)
- Add custom notes or terms to individual invoices
- Configure default payment terms
Sending and Resending Invoices
Invoices can be delivered and managed through the platform:
- Automatic Delivery: Monthly invoices are automatically emailed to the renter on generation
- Manual Send: Send or resend any invoice from the billing dashboard
- Download: Download invoices as PDF for your records or to share with the renter
- Invoice History: All invoices are stored in the platform with full history and status tracking
Invoice Tracking and Management
The platform provides comprehensive invoice tracking and management capabilities to help you maintain clean financial records and address billing issues promptly. Every invoice has a lifecycle that you can monitor from your operator dashboard:
- Draft: Invoice created but not yet sent to the renter
- Sent: Invoice delivered to the renter via email and visible in their account
- Paid: Payment received and confirmed by Stripe
- Past Due: Invoice has passed its due date without payment - dunning process initiated
- Voided: Invoice cancelled before payment (used for corrections or billing errors)
Review your invoice dashboard regularly to identify past-due invoices and take appropriate action. The platform automatically handles dunning notifications, but personal follow-up with renters who have overdue invoices can improve collection rates significantly.
For financial reporting and analysis, see Generating Reports. For information on tax reporting requirements, refer to Tax Documentation.
For additional support, visit our Help Center or submit a support ticket.
