How it runs for manufacturers and wholesalers
Large retail customers add EDI requirements and chargeback rules for invoices that do not match their PO exactly. A LedgerBPO billing specialist raises invoices from shipped sales orders in Cin7, NetSuite or QuickBooks Online Advanced, checks them against the customer's PO and sends them under your brand the day the goods leave.
What are outsourced invoicing services?
Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship.
What we handle for manufacturers and wholesalers
- Invoices raised from shipped orders the same business day, matched to the customer PO
- Exemption certificate reference or destination tax rate applied per invoice
- Freight, pallet and handling charges billed per the agreed terms
- Progress and deposit invoices for custom or made-to-order work
- Credit memos for returns, shortages and pricing corrections issued promptly
The KPI that matters here
Invoice issued within 1 business day of shipment on 100% of orders.
Manufacturing compliance notes
Sales-tax exemption certificates
Resale certificates, manufacturing machinery and equipment exemptions and direct-pay permits each exempt a sale only when a valid certificate is on file at the time of sale or obtained within the state's grace period. We collect certificates at customer setup, store them against the customer record, track expiry dates and produce an exempt-sales report with certificate references for every period. Your preparer or Avalara files the return; we prepare the workings.
Cost of goods sold and inventory valuation
Inventory must be valued on a consistent method, whether FIFO, weighted average or standard cost with variances, and cost of goods sold must include the costs your CPA determines are inventoriable under IRS §471 and, above the gross-receipts threshold, §263A. We apply the method your CPA sets, reconcile the inventory system to the ledger monthly and document every adjustment, so year-end is a review rather than a rebuild.
Landed cost and import duty
Customs duty, tariffs, freight, insurance and brokerage on inbound goods are part of inventory cost and reach expense only when the goods are sold. We allocate these costs to receipts in Cin7, NetSuite or your ERP and post the same allocation in the ledger, so margin by product reflects what the goods actually cost to put on the shelf.
Multi-state nexus for wholesalers
A wholesaler with customers across states may have economic nexus in states where it makes no taxable sales, and still owe registration and returns to report exempt sales. We track sales by ship-to state and flag thresholds so you and your advisor can register where required. We do not give tax advice; we supply the numbers.
Manufacturing software we work in
- QuickBooks Online
- Sage Intacct
- Sage 50
- NetSuite
- Xero
- Bill.com
- Avalara
- Cin7
- Katana
- Fishbowl
- All 50 platforms
More for manufacturers and wholesalers
Other services for manufacturing
Invoicing and billing in other industries
Frequently asked questions
When should a wholesaler recognize revenue and raise the invoice?
When control of the goods passes to the customer, which under FOB shipping-point terms is when they leave your dock and under FOB destination is when they arrive. We raise the invoice at the trigger your terms define and record revenue in that period, so month-end cut-off is consistent. Your CPA confirms the policy; we apply it to every shipment.
How do you handle invoices to large retailers with strict compliance rules?
We build a checklist per customer: PO number, item codes, ship-to, case counts, pricing per the agreement and any EDI or portal requirement. Each invoice is checked against it before sending, because a mismatch becomes a chargeback deducted from your payment. The cash application service for manufacturers & wholesalers records any deductions that still occur, by reason.
Can you invoice deposits and progress payments for custom manufacturing?
Yes, a deposit invoice is raised on order acceptance and recorded as a customer prepayment, progress invoices follow the milestones in your contract, and the final invoice nets the deposit. Revenue is recognized as your CPA's policy requires, not simply when invoices are sent. Each stage is tracked against the work order so nothing is billed twice or missed.
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