Open Pantry
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Open Pantry
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AUTO-INVOICING & PAYMENTS

Auto-Invoicing & Payments: Invoices Out When Orders Ship, Payments In on Your Terms

Auto-invoicing creates each invoice from what was actually picked and packed — shorts and substitutions included — the moment the order is dispatched. Payments are collected on the terms you set per customer, with stored cards for venues that pay that way, and everything syncs straight to your accounting system.

  • Invoices generated automatically from the packed order — never re-keyed
  • Per-customer payment terms; stored cards via Stripe
  • Credit notes raised and synced without double entry
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★★★★★  Trusted by 600+ suppliers across Australia

Open Pantry auto-invoicing showing a tax invoice raised on dispatch, a stored-card payment and custom account terms
Recommended by:M&J ChickensFood & Drink BusinessFoodService REPGoogle ★★★★★
Built for food & beverage wholesalersMeatSeafoodProduceDairySmallgoodsBakeryBeverages

Invoicing by hand is a cash-flow tax

Invoices keyed from delivery dockets — hours of work and every keystroke a risk

The invoice says 10, the truck delivered 8 — now you’re writing credits

Payment terms tracked in heads; late payers chased by phone

Every invoice typed twice: once in your system, once in Xero

From Packed Order to Paid Invoice

1

Order ships, invoice exists

Generated automatically from the final packed order: shorts, substitutions and pack sizes all correct on the invoice. No re-keying.

2

Terms apply per customer

COD, 7, 14, 30 days — whatever you’ve agreed with each venue is what the invoice carries.

3

Payments collected

Customers with stored cards are charged per your arrangement; account customers pay on terms.

4

Books stay in sync

Invoices, payments and credit notes sync two-way with your accounting system.

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The invoice matches the truck

Because invoicing sits downstream of Digital Pick & Pack, the invoice is generated from what was actually packed — a short-picked line is invoiced short automatically. The #1 source of credit requests disappears.

An Open Pantry invoice generated from the packed order, with a short-picked line billed at the shipped quantity

Per-customer terms, enforced

Every venue on its own terms. Terms carry through to the invoice and your receivables view, so who-owes-what-when is a report, not a memory exercise.

Open Pantry receivables view with each customer on its own payment terms — COD, 7, 14 and 30 days

Stored cards via Stripe

Venues that pay by card can have a card securely stored (PCI-compliant, via Stripe) and charged per your arrangement — payment collection without the phone tag.

A customer card stored securely via Stripe in Open Pantry and charged per the agreed arrangement

Credit notes without the circus

Raise a credit against an invoice and it flows through to your accounting system like everything else — allocated properly, not floating as a mystery adjustment.

A credit note raised against an invoice in Open Pantry and allocated properly in the accounting sync
More product lines purchased
24%
Your always-on branded store and app put your full range in front of customers, so baskets grow.
Less order-processing cost
95%
AI order capture and auto-invoicing remove the manual keying between order and books.
Fewer picking errors
80%
Tablet pick & pack with FEFO lot and expiry tracking catches shorts and wrong items before they ship.

Real gains suppliers report after moving ordering, fulfilment and invoicing onto Open Pantry.

Invoices and Payments Sync Straight to Your Books

M&J Chickens

Trusted by M&J Chickens

M&J Chickens use Open Pantry to move ordering out of calls and messages and into one digital workflow — giving customers a smooth ordering experience and giving the team fewer errors and less admin.

Alex Ortiz — Head of Sales

“With Open Pantry, we launched our own fully branded ordering app — it’s helped us protect our customer base, move to digital ordering, and deliver a much better experience to our venues.”

Alex Ortiz — Head of Sales
Alex Ortiz — Head of Sales
M&J Chickens
Get a DemoSee how their setup works →

Your ledger doesn’t know what the warehouse packed

Invoicing out of your accounting system means someone re-keys every order — and the invoice can’t know about the short pick or the substitution that happened at 5am. Invoicing where fulfilment happens gets the numbers right at the source; the accounting sync then keeps Xero perfect without anyone typing.

Re-keying invoices out of an accounting system versus Open Pantry invoicing at dispatch from the packed order

Questions Suppliers Ask About Auto-Invoicing & Payments

How does automated invoicing work — when is the invoice created?＋
The invoice is generated automatically when an order is completed and dispatched, built from the final packed order rather than the original request. Shorts, substitutions and pack-size pricing are already reflected, so what the customer receives, what they’re billed, and what syncs to your accounting system all match.
Will the invoice match what was actually packed, including out-of-stocks and substitutions?＋
Yes — that’s the core of it. A line marked short during picking is invoiced at the shipped quantity; substitutions appear as what was actually sent. Credit requests from over-billing largely disappear because the mismatch never happens.
Can I set different payment terms per customer?＋
Yes. Each customer carries their own terms — cash on delivery, 7, 14 or 30 days, or whatever you’ve agreed — and invoices are issued accordingly.
Can I store a customer’s card and charge it automatically?＋
Yes. Cards are stored securely via Stripe (Open Pantry never holds raw card numbers) and charged per your arrangement with the customer — useful for venues that prefer card-on-file over account terms.
Is storing card details secure and PCI compliant?＋
Yes. Card storage and processing are handled by Stripe, a PCI-DSS Level 1 provider. Card numbers never touch Open Pantry’s servers.
What are the transaction fees?＋
Card payments carry standard Stripe processing fees. Invoicing itself has no per-invoice fees on the Pro plan — see our pricing page.
Can some customers pay upfront while others stay on account?＋
Yes — payment method and terms are per customer. Card-on-file for some, invoice-on-terms for others, and different terms per account customer.
How do credit notes work?＋
Raise a credit against an invoice — for a return, a short, a pricing fix — and it’s recorded against the customer and synced to your accounting system with proper allocation. No hand-typed adjustments in two systems.
Do invoices sync to my accounting system automatically?＋
Yes — invoices, payments and credit notes sync two-way with Xero, MYOB, QuickBooks, Sage and Zoho Books, matched to your chart of accounts and tax settings.
Does the invoice show pack sizes and unit prices correctly?＋
Yes. Invoice lines carry the pack size, quantity and per-pack price exactly as ordered — “2 × Carton (24)” reads as the customer bought it.
Can customers see their invoices?＋
Customers receive their invoices as clean PDFs with correct billing details, tied to the order in their history — one story from cart to paperwork.
Will this actually improve my cash flow?＋
Invoicing at dispatch removes the lag between shipping and billing; accurate invoices remove the credit-and-dispute cycle that delays payment; terms and card-on-file collect without chasing. Industry AR studies report late payments dropping dramatically with automation — and the invoice going out days earlier is pure DSO gain.

Works Even Better With

Accounting Sync

Invoices, payments and credit notes sync two-way with Xero, MYOB, QuickBooks, Sage and Zoho.

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Routes & Live ETAs

Dispatched orders trigger the invoice — delivered today, billed today.

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Credits & Returns

Raise a credit against any invoice — apply it, leave it on account or refund, then it syncs.

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Put Your Cash Flow on Autopilot.

Join 600+ Australian suppliers running their ordering, fulfilment and invoicing on Open Pantry.

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