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InvoiceFlow for Online Store Owners: The Complete Billing Guide

Billing for wholesale accounts, corporate gift orders, B2B net terms, and subscription billing

Online store owners who move into B2B — wholesale to retailers, hotels, and corporate buyers — need a billing tool that operates outside the consumer checkout flow. Shopify and other platforms handle retail payments. They don’t handle wholesale PO-based invoicing, resale certificate tracking, multi-tiered net terms, or corporate gift deposit structures. InvoiceFlow fills this gap: a dedicated invoicing layer for the B2B side of your business.

When You Need an Invoice (Not a Checkout)

Retail customers pay at checkout — credit card, Apple Pay, PayPal. No invoice needed.

B2B customers need an invoice because:

If you receive a wholesale inquiry and send a Shopify order link instead of a proper invoice, you’ll often lose the account before it starts.

Wholesale Account Invoices

Invoice Flow app invoice editor of an online store — stoneware mug sets and bowls at wholesale unit pricing with a discount, billed in EUR with PO and incoterms
Units, wholesale pricing, PO and incoterms — an export order the platform could never generate.

Wholesale Order Invoice — [Account Name] — [Date]:

Account Details:

Order Items (each line):

Resale Certificate Note

Include the resale certificate status on every wholesale invoice. If a new account hasn’t provided their certificate yet, note: “Resale certificate required before processing — sales tax of $[amount] will be added to invoice if not received by [date].”

This creates a deadline that prompts new accounts to send the certificate quickly.

Wholesale Pricing Tiers

Most product-based businesses use tiered wholesale pricing based on volume:

Build a separate invoice template for each tier in InvoiceFlow. When you onboard a new account, assign their tier based on their order minimums. The template ensures you always use the right pricing.

Document minimums on the invoice: “Wholesale pricing applies to orders of [N]+ units per SKU. Mixed orders below minimum billed at retail price.”

Corporate Gift Order Invoices

Invoice Flow app client list of an online store — a German wholesale buyer in EUR, a Canadian retailer in CAD and a US boutique in USD
Berlin in euros, Toronto in Canadian dollars, home boutique in USD — each buyer billed as a local.

Corporate gift orders — holiday gifts, client welcome packages, employee appreciation — are one-time or seasonal orders requiring a deposit.

Corporate Gift Order — [Company Name] — [Date]:

Configuration (per set):

For multi-address shipping (e.g., corporate gifts sent to 80 different employee home addresses):

Subscription Box Invoices

If you sell subscription boxes — monthly or quarterly curated shipments — bill through InvoiceFlow’s recurring invoice feature.

Monthly Subscription Box — [Subscriber Name] — [Month Year]:

For corporate subscription programs (a company sending monthly boxes to clients or employees):

Net Terms by Account Type

Extending net-30 to every wholesale account by default creates receivables risk. Structure net terms by account maturity:

The first-three-orders rule is the most important. By the time an account qualifies for open terms, you’ve verified they pay. Late payers reveal themselves in the first three orders.

Managing Resale Certificates

Invoice Flow app analytics of an online store — year-to-date revenue across wholesale, retail and custom orders with a monthly trend
Every channel summed into one trend — the picture no single platform dashboard shows.

Every wholesale account that claims sales tax exemption must provide a valid resale certificate. Requirements:

  1. Collect before first order: Don’t process a wholesale order without the certificate in hand
  2. Track expiration dates: Resale certificates expire (typically annually). InvoiceFlow’s Notes field can store the expiration date; flag renewal 30 days out
  3. State-specific requirements: Certificates are state-issued. If you ship to multiple states, a certificate valid in one state may not cover sales in another
  4. Store securely: Keep copies for at least 4 years for tax audit purposes

On the invoice: “Resale certificate on file — [Certificate #####, State, Expiration date]“

Handling Minimum Order Requirements

Wholesale pricing typically requires minimum order quantities (MOQ). Document this on every invoice:

When an account orders below their tier minimums, document the pricing adjustment on the invoice rather than silently changing the price. This prevents disputes when accounts notice pricing differences between orders.

Using InvoiceFlow for Online Store B2B Billing

Separate templates by tier: Build distinct templates for retail, wholesale, and distribution pricing. Each template has the correct unit prices, net terms, and tax exemption notes pre-loaded for the tier.

PO fields: Always confirm the PO number before sending any invoice to a B2B account. Many corporate AP departments cannot process invoices without a valid PO.

Deposit tracking: For corporate gift orders, InvoiceFlow records the 50% deposit and generates the balance invoice with the correct remaining amount. Both invoices reference the same PO number.

Resale certificate notes: Use the Notes field to document certificate number and expiration date for each wholesale account. Review expiring certificates every quarter.

Recurring subscription invoices: Set up monthly or quarterly subscription billing in InvoiceFlow for B2B subscription programs. The invoice auto-generates and sends on the billing date; the buyer pays via the payment method shown on it.

Download InvoiceFlow. Build your wholesale invoice template with tier pricing, PO field, and resale certificate note. Build your corporate gift template with the 50% deposit structure. The wholesale account that orders quarterly is worth more than a month of retail checkout sales — and it starts with a professional invoice.

InvoiceFlow is a free Android invoicing app built for small business owners. Send professional B2B invoices, manage wholesale pricing tiers, track resale certificates, and handle corporate gift deposits — all from your phone.