Invoices and Tax Documentation
Invoices and Tax Documentation
Proper documentation is essential for business accounting and tax purposes. AtoShip provides comprehensive billing records.
Accessing Invoices
Monthly Statements:
Dashboard → Billing → Statements
Statement Contents:
- Opening balance
- All transactions
- Deposits/credits
- Label purchases
- Adjustments
- Closing balance
Statement Schedule
Monthly Statement:
| Period | Available Date |
|---|---|
| January | February 1 |
| February | March 1 |
| December | January 1 |
Real-Time Access:
- Current month data always available
- View pending transactions
- Export at any time
Downloading Statements
Download Options:
- Go to Billing → Statements
- Select month/year
- Choose format:
- PDF (for records)
- CSV (for accounting software)
- Excel (for analysis)
Individual Transaction Receipts
Per-Transaction Receipts:
- Generated for each payment
- Generated for label purchases
- Available immediately
- PDF format
Finding Receipts:
Billing → Transactions → Click Transaction → Download Receipt
Receipt Contents
Payment Receipt Includes:
- Transaction ID
- Date and time
- Amount
- Payment method (last 4 digits)
- Balance after transaction
Label Receipt Includes:
- Tracking number
- Carrier and service
- Origin and destination
- Package details
- Cost breakdown
Tax Documentation
Annual Summary: Available each January for previous year:
- Total shipping expenses
- Deposits made
- Refunds received
- Net shipping cost
Downloading Tax Docs:
- Go to Billing → Tax Documents
- Select tax year
- Download summary PDF
Business Expense Tracking
Categorizing Expenses: AtoShip expenses typically fall under:
- Shipping and delivery
- Postage and freight
- Operating expenses
Integration with Accounting:
- Export to QuickBooks
- Xero integration
- CSV for manual import
- API for custom systems
Cost Breakdown Reports
Detailed Reports Include:
- Spending by carrier
- Spending by service type
- Spending by time period
- Cost per shipment average
Generating Reports:
Reports → Billing → Cost Analysis
Multi-Entity Billing
For Organizations:
- Consolidated statements
- Per-team breakdowns
- Department allocation
- Cost center tracking
Record Retention
AtoShip Retains:
| Document Type | Retention Period |
|---|---|
| Statements | 7 years |
| Receipts | 7 years |
| Transaction logs | Indefinite |
| Labels | 3 years |
Requesting Documentation
Need Something Specific? Contact support for:
- Custom date ranges
- Specific transaction details
- Audit documentation
- Account verification letters
Tax Deductions
Generally Deductible:
- Shipping costs for business
- Postage expenses
- Packaging materials (tracked separately)
- Return shipping
Consult Tax Professional:
- Rules vary by business type
- State requirements differ
- International considerations
Automated Reports
Schedule Regular Reports:
- Go to Reports → Scheduled
- Select report type
- Choose frequency
- Set recipient email
- Save schedule
Available Schedules:
- Daily summary
- Weekly digest
- Monthly statement
- Quarterly summary
Invoice vs Receipt
Understanding the Difference:
| Document | Purpose |
|---|---|
| Invoice | Request for payment |
| Receipt | Proof of payment |
| Statement | Period summary |
AtoShip Model: Since AtoShip is prepaid:
- No invoices (pay before service)
- Receipts for deposits
- Receipts for label purchases
- Monthly statements
Exporting for Accountant
Best Format by Software:
| Software | Best Format |
|---|---|
| QuickBooks | CSV or QBO |
| Xero | CSV |
| FreshBooks | CSV |
| Excel | XLSX |
| Custom | API |
Common Questions
Q: Can I get an invoice instead of receipt? A: Contact support for invoice-style documentation if needed for your accounting.
Q: How far back can I get statements? A: All statements since account creation are available.
Q: Can I combine multiple months? A: Use custom date range export feature.
Q: Are statements emailed automatically? A: Enable in Settings → Notifications → Billing.