Help centre · Supplier documents & bills

Payments

The Payments page shows the supplier invoices and pro formas Stockpace has read, with what is overdue and what falls due each week, so you know how much cash you need and when.

Open it from Payments in the Stockpace menu in your Shopify admin. Invoices appear here once Stockpace reads them from your mailbox, forwarding address, Dropbox folder or uploads — see Supplier documents.

Due dates

The due date comes from the payment terms printed on the invoice. When an invoice prints no terms, the default terms are used and the due date is marked ❔. When Xero is connected and Xero's status is applied, the due date on the Xero bill replaces the one read from the PDF.

You can correct any due date yourself — see Correct a due date below.

Tiles

Overdue by age splits the overdue total by how long it has been overdue.

Totals are converted at the exchange rate on the invoice date, so they are approximate. Tick invoice currency to see the original amounts as well.

Schedule and Invoice list

• Schedule — one row per brand, one column per week for the next 30 days, and later invoices in one column. Sort by Biggest to pay first, Earliest due first or Brand A–Z. Tick invoices & dates to see each invoice. Click a brand to show only that brand.
• Invoice list — one row per invoice, filtered by Unpaid, Overdue, Due soon, On hold, Paid, Voided in Xero or All.

Use the search box, the brand drop-down and the signal drop-down (for example ❔ Due date assumed, 💸 Early-payment discount, 🧾 Pro forma, 📗 Paid in Xero) to narrow the list. Export CSV downloads what you see.

Signals

Icons next to an invoice tell you what to look at, for example:

• ❔ no terms on the invoice — the due date is assumed from the default terms;
• ⚠️ the due date looks odd — check the invoice;
• 💸 an early-payment discount is offered;
• 🧾 pro forma — usually paid before dispatch; the invoice may follow separately;
• 🔗 a pro forma for the same amount came first — check it is not paid already;
• ✅ the invoice itself says it is paid;
• 📗 paid in Xero; 📘 in Xero, not paid yet; ◐ part-paid in Xero;
• 🚫 the bill was voided or deleted in Xero — taken off the schedule;
• ∅ the amount was not read — open the invoice;
• ♊ the same invoice was received more than once — counted once.

Open an invoice

Click an invoice to see its amount due, net and VAT, invoice date, received date, terms, due date and any early-payment terms, with links to the documents. From there you can:

• ✓ Mark paid… — record the date, how it was paid, the amount (for one invoice) and an optional note.
• Mark unpaid, On hold, Disputed or Back to unpaid.
• Correct the due date — pick a date and press Save. Use invoice date puts it back to the date read from the invoice.
• Note — for example an agreed later payment or an expected credit note.

To mark several invoices at once, tick them and use ✓ Mark paid…, Mark unpaid or On hold in the bar that appears. Each ticked invoice is recorded as paid in full.

Marking an invoice paid here is a record in Stockpace only. It does not pay or change anything in Xero or your bank.

Payment status from Xero

When Xero is connected (Growth plan and above), Stockpace reads your Xero bills and bill payments every six hours. Press Refresh from Xero to read them now.

Choose how Xero's status is used in the drop-down:

• Xero status: not applied — shown on each invoice, but the schedule is not changed;
• Xero status: pilot (10 invoices) — applied to ten invoices so you can check the result;
• Xero status: all invoices — applied to every invoice.

When applied: bills paid in Xero become Paid with Xero's date, part-paid bills show the amount still due, voided or deleted bills leave the schedule, and Xero's due date replaces the one read from the PDF. If you marked an invoice paid here but the Xero bill is unpaid, Xero wins and it shows as unpaid.

Changes from Xero (N) lists every change Xero made to the schedule.

Stockpace only reads from Xero on this page. See Supplier bills and Xero.

Settings

Press ⚙ Reminders to set:

• 'Due soon' window — days — how far ahead invoices are highlighted as due soon;
• Default terms — days — used when an invoice prints no terms.

Press Save.

Xero bills tab

The Xero bills tab on this page is the same list as Supplier bills on the main Stockpace page. See Supplier bills and Xero.

Still stuck? Email support@stockpace.app — we reply within one working day.