LabelFlow Invoices: Billing and Invoice History

Import the carrier’s invoice as a simple CSV, run reconciliation, and see line by line — by tracking number — where the carrier billed differently from what you charged.

After labels ship, the carrier sends an invoice: one billed amount per tracking number. The Invoices page — LabelFlow → Invoices (/labelflow/invoices) — is where you check that bill. You import the invoice as a small CSV, run reconciliation, and the page lines up what the carrier billed against what you charged, flagging the rows that differ so you only spend time on the differences.

Step 1: Import a carrier invoice#

1. Go to LabelFlow → Invoices and click Import invoice at the top right.
2. Optionally fill in the invoice number and the invoice date, so the bill is easy to find again later.
3. Optionally pick the carrier account this invoice belongs to. The dropdown lists the accounts from LabelFlow → Accounts, shown as carrier + account number (and alias, when one is set).
4. Bring in the rows either way: paste the CSV text into the box, or click Upload CSV file and pick a .csv file — the pasted text fills in for you. Watch the “Parsed rows” counter to confirm how many rows were read.
5. Click Save. The invoice appears in the list with its total rows and variance rows.

• CSV format: exactly two columns per row — tracking_number,billed_amount (the tracking number and the amount the carrier billed for it).
• A header row is optional — if the first row is the header, it is skipped automatically. Rows that cannot be read (no tracking number, or an amount that is not a number) are skipped too.
• If no valid row is read at all, the import stops with an error message instead of saving an empty invoice — fix the CSV and try again.

Because the import dialog’s carrier account dropdown reuses LabelFlow → Accounts, it pays to keep that account list tidy first: an account with a clear alias is much easier to pick here than a bare account number.

Step 2: Run reconciliation#

1. Find the invoice in the Invoices list.
2. Click Reconcile in its Action column.
3. Wait for the “Reconciliation finished” message — the variance rows in the list are now up to date.

Two cards sit above the list on LabelFlow → Invoices: Invoices (how many bills you have imported) and Pending variances (the total variance rows across those bills). In the table itself, an invoice’s variance rows count is shown in red bold whenever it is above zero — the bills that still need your attention spot themselves.

Step 3: Read the invoice detail, line by line#

1. In the Invoices list, click View on the invoice — this opens its detail page (/labelflow/invoices/… ).
2. Read the summary card first: total rows, how many rows matched, and how many rows have a variance.
3. Then scan the results table below — one row per tracking number — and spend your time only on rows whose variance is not zero. The table pages at 50 rows, so even a long invoice stays quick to work through.

You can also run Reconcile from the detail page itself — the button sits at the top right. After a run, a row of summary tags appears on the card: Matched, Variance OK, Charged back, Manual review, and the Chargeback amount, so the outcome of the whole invoice is visible without counting rows yourself.

Docklify features used in this article#

• Import invoice (invoice number / date / carrier account, CSV paste or .csv upload, parsed-row counter) — LabelFlow → Invoices → Import invoice (/labelflow/invoices)
• Reconcile action, from the invoice list and from the invoice detail — LabelFlow → Invoices → Reconcile
• Invoice detail with per-tracking-number results (we charged / carrier billed / variance / variance % / status) — LabelFlow → Invoices → View (/labelflow/invoices/…)
• Invoices count and Pending variances cards — LabelFlow → Invoices
• Carrier accounts the import dialog picks from — LabelFlow → Accounts (/labelflow/accounts)