Matching Invoices To Credit Card Payments

Getting Started

Matching each credit card payment to a specific LetterStream invoice can be tricky, especially when working with multiple users or if job cancellations occur. This article explains how payments are handled and offers tips to better manage and track your spending.

In This Article

Why Payments Might Not Match Invoices

LetterStream’s flexible billing system is designed for speed and convenience. This allows:

  • Users to fund accounts ahead of time.
  • Payments to be applied across multiple jobs.
  • Balances to be used as credit for future mailings.

Because of this, exact job-to-payment matching may not always be possible.

Impact of Multiple Users

When multiple users are set up within a single LetterStream account:

  • Payments and job activity may become intermixed.
  • It can be difficult to trace who paid for which job.

Tip: Review user roles and permissions to limit payment access and improve clarity. Click here for more details.

Canceled Jobs and Credit Balances

Sometimes a job is canceled after production has started. When this happens:

  • A cancellation fee is applied to cover time, materials, and secure shredding.
  • The remaining balance is returned as a credit to your LetterStream account.
  • This credit can be used for future jobs.

This flow of funds can make it harder to align payments with specific invoices.

How to Ensure Perfect Matching

To achieve a 1-to-1 match between payments and invoices:

  • Pay for each job individually in the shopping cart.
  • Avoid canceling jobs once they are in production.
  • Do not add funds to your Account Balance in bulk.

This method offers precise control but may slow down the mailing process.