Advertiser invoices

TrackCrown builds advertiser invoices from the revenue of approved conversions (and the click revenue of RPC offers). Each invoice covers one advertiser, one currency and one period, with a line per offer and event. Invoices are generated as drafts, which you review, adjust and then mark sent.

Before the first invoice#

1. Fill in your issuer details under Settings → Workspace → Invoice details: Legal name, Tax / VAT ID, Address, Payment instructions (bank details or how advertisers should pay), Billing email, Invoice number prefix (default INV-; letters, digits, - or _, up to 12 characters) and Footer note. Until you do, invoices show "Complete your billing profile".
2. Set each advertiser's billing terms (for example net30) in the advertiser's details. They decide the due date.

Generate invoices#

1. Open Billing → Invoices (/app/billing/invoices) and click Generate invoices.
2. Choose the Period (from – to). The end date must be a day that is over in the workspace time zone: "Statements can only cover days that are over".
3. Optionally limit to some Advertisers ("Leave empty to include everyone with approved conversions.").
4. Click Preview. For each advertiser and currency you see Conversions, Amount and the Result — Create draft or the reason it is skipped.
5. Click Create N draft invoices.

What goes on an invoice#

• Approved conversions with an advertiser that are not invoiced yet and whose conversion time is before the end of the period — one line per offer and event.
• Conversions of earlier periods that were approved after their period was invoiced, as Late approvals lines.
• Conversions of earlier days that no invoice covered (carried over).
• Billable unique clicks × RPC rate for offers with per-click revenue, for the days of the period.
• Clawbacks of conversions settled on an earlier invoice that were later rejected or changed (negative lines). See Clawbacks.

Not included: pending conversions (shown as a count in the preview; if approved later they go on a later invoice), rejected conversions, and impression-priced (CPM/RPM) money, which reports show but billing does not.

Each conversion is stamped with the invoice it was billed on, so it can never be billed twice. An advertiser already invoiced for an overlapping period in the same currency (not void) is skipped.

Numbering and due date#

Numbers are <prefix><year>-<sequence>, e.g. INV-2026-0007, counted per workspace and year without gaps. The due date is the issue date plus the days in the advertiser's terms (net30 → 30 days; other terms such as prepaid → due on issue). You can change it while the invoice is a draft.

Review and edit a draft#

Open the invoice (/app/billing/invoices/<id>). The header shows Issue date, Period, Due date (or "On receipt"), Terms and Paid. While it is a draft:

• Details — Due date and Notes printed on the invoice.
• Adjustments — add a line with Description (e.g. "Credit for invalid leads") and Amount (use a minus sign for a credit); remove lines with the trash icon. The total cannot become negative.

Statuses and actions#

• Mark sent (also a bulk action for drafts on the list) makes the invoice visible in the advertiser's portal and notifies its portal users in-app. TrackCrown does not e-mail invoices — download the PDF and send it yourself.
• Void requires a Reason ("A void invoice is kept for the record but no longer counts. Its period can be invoiced again."). Its conversions are released and go on the advertiser's next invoice.
• Every transition is audited (invoice.sent, invoice.paid, invoice.void, …).

The invoice list#

KPI cards: Outstanding (sent, unpaid), Overdue (sent, past due) and Drafts, per currency. Filters: Status, Advertiser. Columns: Invoice, Advertiser, Period, Total, Status, Due, Created and hidden Conversions, Adjustments, Paid.

Print, PDF and export#

• PDF on the invoice page downloads it with your invoice details, lines, adjustments and payment instructions.
• The list exports to CSV and, under Accounting, to QuickBooks Online CSV and Xero CSV — see Accounting export.

Automate it#

Billing schedules create the drafts for each closed period automatically, with an optional minimum amount.

Permissions#

Viewing needs a manager role (billing read); generating, editing and changing statuses needs an admin or owner (billing write).

Related#

• Advertiser portal guide
• Currencies and FX