3PL Billing for Fulfilment Partners
With 3PL billing you, as a fulfilment partner, bill the merchants you hold stock or pack orders for. You keep a client file per merchant with its billing details, contacts and SLA, set your prices on a rate card, follow the charges QrX adds from your warehouse work, close a billing period and send a statement and an invoice in your own name. The merchant never sees your prices in QrX, and QrX does not collect these payments: you invoice your client yourself.
Who It Is For
Fulfilment partners: accounts that hold stock or pack orders for at least one merchant through Partner Access. Other accounts do not see these screens.
Users with the View 3PL billing permission. Changing anything also needs Manage 3PL billing.
Where to Find It
Under Settings > Warehouse: 3PL clients, 3PL default rate card, 3PL charges, 3PL invoices and 3PL invoice details. The 3PL clients screen has buttons to all of them at the top.
Set Up 3PL Billing Step by Step
Fill in 3PL invoice details: your company as the seller (billing legal name, VAT number, Chamber of commerce number, contact details, address), bank details (IBAN and BIC), the number series (Invoice prefix, Next invoice number, Credit note prefix, Next credit note number), a footer text and your logo (PNG or JPG, up to 300 KB). Without these details no invoice can be issued.
Create a rate card: a 3PL default rate card for every client, or an own card on a client.
Add a client per merchant under 3PL clients, New client.
Once billing is switched on for your account, QrX adds the charges every hour.
At the end of a period, close it, check the statement and send the invoice.
Clients
Company tab: the Merchant (only merchants that gave you fulfilment partner access and are not a client yet), a Client code (for example ACME), the status (Onboarding, Active or Offboarded), the billing legal name and VAT number, the VAT treatment (VAT at your rate, EU reverse charge or No VAT, with an optional VAT note on the invoice), the invoice e-mail, currency, the language of the invoice, payment terms in days, contract start and end, and the billing address.
Contacts tab: up to 30 people with a role (Billing, Operations, Returns, Escalation or Other). Without an invoice e-mail, invoices go to the first billing contact.
SLA tab, per warehouse: the cut-off per weekday for same-day shipping, the same-day target (%), dock to stock (hours), returns processed within (hours) and the order accuracy target (%). Performance shows how you did against these targets in a date range of up to 92 days, measured from packing, receiving and returns.
Rate card, Charges and Invoices tabs: the same as the screens below, for this client.
The client list shows which rate card prices each client today. A Default pill means the default rate card applies; None means no card applies and no charges are priced. An archived client gets no new charges; its charges, statements and invoices stay. When the merchant ends your fulfilment access, no new charges are made.
Rate Cards
A rate card holds your prices excluding VAT, in its own currency (EUR by default). It has a name, a Valid from date, an optional Monthly minimum and up to 200 prices. Each price is for one charge type:
Storage per unit per day, per location per day, per pallet per day and per m3 per day.
Inbound per receipt, per carton, per line, per unit and per announcement (ASN).
Outbound per order, per line and per unit.
Returns per unit, kit building per unit, kit disassembly per unit, inserts per unit, packaging per box (optionally for one box only) and shipping labels.
Optional per price: quantity tiers per calendar month (From quantity per month, Up to quantity per month), Free days after receipt for storage per unit, and a Markup on the label cost (%) for shipping labels. The label cost is your own carrier contract price, or the QrX label price once QrX has priced the label. A label without a cost yet is billed at the fixed amount only, never at QrX's own carrier cost. The merchant sees the label price, never your cost.
Storage per pallet per day and Storage per m3 per day are measured per warehouse and item from the stock in storage locations only: bins and quarantine, and containers standing on them. Stock in receiving, totes and pack stations is not counted. Per pallet: that stock divided by the item's pallet pack unit, rounded up; an item without a pallet pack unit counts as 0 pallets. Per m3: that stock times the item's length, width and height, each from 1 to 100,000 mm; an item without all three counts as 0 m3. The size of the bin is not used.
A draft can be changed as often as you like. Activate it: from its start date new charges are priced with it, and the card that was active ends the day before. An active card is never changed: click New version, change the draft and activate it from a later date. A client's own active card always comes before the default rate card.
Charges
QrX counts the work of each day per client in the local time of the warehouse (storage, receiving, packing, returns, kits, inserts, boxes and labels) and prices it with the rate card that was active that day. This runs every hour, and the last two days are counted again so late work is included. On 3PL charges you filter on client, period or dates and charge type, and see the day, warehouse, charge type, quantity, unit price, amount, status (Open, Locked, Void) and source (From events, Manual, Adjustment, Monthly minimum).
Re-rate: prices the open days again, for example after you activated a new card. Closed days are skipped.
Charge: adds a manual line to an open period. Use a negative price for a credit.
Void this line: a manual line or adjustment in an open period.
When you choose a period, a notice can list storage days that were billed as 0: items without a pallet pack unit, items without valid dimensions (1 to 100,000 mm), days that were counted before pallets and m3 were measured, or an implausible volume (above 10,000,000 m3 in one warehouse). Set the pallet pack unit or the length, width and height on those items: days from the next storage snapshot are measured. Re-rate does not measure days that were already counted again.
Periods and Statements
Choose a client and click New period: the first and last day, at most 93 days. Periods of a client never overlap.
From the day after its last day, click Close period. The charges are priced a last time, the monthly minimum is topped up if the charges stay below it, and the charges are locked.
Open the Statement PDF: a "Statement of charges" grouped per charge type, in the client's language, without an invoice number.
A correction after closing is an Adjustment line in the next open period.
Invoices and Credit Notes
Click New invoice (or Create invoice on a closed period) and choose a closed period without an invoice. QrX makes a draft in your name with the lines of the period and the client's VAT. All charges of the period must be in one currency.
Add a client reference, a note and the language if you like. Check it with Preview PDF.
Click Issue with a number: the invoice gets the next number of your series, without gaps, and today's date. Its amounts can no longer change.
Click Send by e-mail: the PDF goes in your name to the invoice e-mail of the client, else to its billing contact, or to another address you enter.
When your client has paid you, click Mark as paid with the paid date (between the issue date and today). This is a note for your own records.
Amounts are rounded to the smallest unit of the document currency (2 decimals for EUR, none for JPY, 3 for KWD) and shown with those decimals; unit prices can have up to 4 decimals. VAT is calculated per rate on the total of the lines. With reverse charge or exempt, the VAT is 0% and your VAT note is printed; an EU reverse charge invoice needs the client's VAT number. A draft, or an issued invoice that was not sent yet, can be voided with a reason. To correct a sent or issued invoice, click Make a credit note: Credit the whole invoice or an amount per line. A credit note keeps the VAT treatment of its invoice and credits VAT per rate: all credit notes together never credit more than the invoice, and never more VAT per rate than was invoiced. The invoice shows Already credited, excl. VAT (issued credit notes) and Still to credit, excl. VAT; a draft credit note reserves its amount until it is voided, so Still to credit can be lower. The VAT of a draft credit note is calculated again when you issue it. Issue the credit note with a number from your credit note series and send it.
If you click Send by e-mail while a send of the same document is still running, QrX shows "This document is being e-mailed right now. Try again in a moment." Nothing is sent twice.
What Your Clients See
Merchants never see your rate cards, charges or prices in QrX. They only get the statements and invoices you send them. QrX makes no payment link and does not collect or hold these payments.
Exports
You can export the client list, the charges, the statement lines and the invoices to CSV or Excel when your role may also export stock history. See "Export Warehouse Lists to CSV or Excel".
Limits
Up to 30 contacts per client and 200 prices per rate card.
A billing period has at most 93 days; SLA performance covers up to 92 days.
Invoice e-mails: up to 5 per invoice and 30 per account per hour; every attempt counts, also one that failed.
Logo: PNG or JPG, up to 300 KB.
Item length, width and height: whole millimetres from 0 to 100,000.
Frequently Asked Questions
Why are there no charges?
Check that billing is switched on for your account, that a rate card applies to the client (its own or the default card) and that the card has a price for that charge type.
I cannot add a merchant as a client. Why?
The merchant must first give you fulfilment partner access through Partner Access, and it cannot be a client already.
Can I change prices for last month?
Not on an active card or in a closed period. Make a new version from a later date, or add an adjustment line in the next open period.
Does QrX collect the money from my client?
No. You invoice your client yourself. QrX produces the statement and the invoice PDF, sends it on your request and lets you mark it as paid.
Why is a storage per pallet or per m3 line 0?
The items had no pallet pack unit or no valid dimensions, or the days were counted before pallets and m3 were measured. The notice on 3PL charges says which. Set the pallet pack unit or the length, width and height on the items; days from the next storage snapshot are measured.
Why is a label charged at the fixed amount only?
The label has no cost yet, for example a QrX label that QrX has not priced yet. Once it is priced, the cost with your markup is added when that open day is priced again (the hourly run counts the last two days again, and Close period prices them a last time).
When to Contact Our Support Team
Contact QrX support when billing needs to be switched on for your account, or when charges do not match the work in your warehouse. Include the client code, the day and the charge type. Questions about the amounts on an invoice go to the fulfilment partner that sent it.