The «Guarantee fund» section

The «My purchases» → «Guarantee fundGuarantee fund Your organization's deposit with Invoicebox that lets you pay for orders with a deferral. For details, see Guarantee fund. →» section of the new Invoicebox account is your organization's Post-payment guarantee fund: how much is available for purchases, employees' unpaid purchases, consolidated invoices, the log, top-ups and the employees who pay from the fund. The section is visible to the organization's owner and accountant. How to connect Post-payment — see Buyer account: the former Invoicebox.Business and the new account; how the fund and deferred payment work — see Deferred payment and post-payment.

An employee who only pays from the fund does not see this section: they check their limits and purchases in «My purchases» → «My limits» — see My limits.

Tabs

• Overview — how much is available for purchases from the fund and deferred payment, what is unpaid, upcoming due dates, spending by category, month and employee.
• Purchases — unpaid purchases: store, employee, amount, whether covered by the fund or deferred payment, due date.
• Consolidated invoices — invoices paying for purchases from the fund: issue, pay, get the invoice, send it by email, cancel — see below; invoices of the former system have «Invoice» and «Register» buttons.
• Log — fund operations: top-ups, purchases, payments, offsets, refunds.
• Employees and limits — who pays from the fund and how much they can spend. This is also where the owner and the accountant add, block and unblock employees and change their limits — see below.
• Top-ups — invoices to top up the fund, paying them and the «Top up the fund» button — see below.

«Awaiting shipment» purchases

If a store takes payment for an order in two steps, the whole order amount is paid from the fund right away: it is already in «Unpaid», in the employee's spending and limit. The store will charge as much as it ships: if it ships less, the difference returns to the fund and to the employee's limit; if it does not ship within 5 days, the whole amount is charged; if the order is canceled, payment for the purchase is canceled in full.

Until the store charges the purchase, the «Pay» column on the «Purchases» tab shows «Awaiting shipment» and «into a consolidated invoice — after the charge». A hint above the list then explains what this means, and the «Awaiting shipment» filter button leaves only such purchases in the list. Under the «Unpaid» amount on the «Purchases» and «Overview» tabs there is a line «of which awaiting shipment: N ₽». After the charge, the purchase stays in «Unpaid» for the charged amount and goes into the next consolidated invoice.

Consolidated invoices and top-ups

A consolidated invoice is one invoice paying for selected purchases from the fund. It must be paid in full, in one payment, within 5 business days. Payment restores the guarantee fund: the amount of the paid purchases becomes available again for employees' purchases.

How to issue a consolidated invoice

1. On the «Purchases» or «Consolidated invoices» tab, click «Issue a consolidated invoice».
2. All purchases that can be paid are already ticked in the window. «Awaiting shipment» purchases cannot be selected — they go into a consolidated invoice after the charge — nor can purchases already in an issued consolidated invoice: they say «already in consolidated invoice No. N».
3. Untick the purchases you will pay later. If the fund has deferred payment, the consolidated invoice pays purchases in order, earliest first: ticking a purchase ticks all earlier ones too, unticking it unticks all later ones. This way the purchases that have waited longest are paid first. Without deferred payment, purchases are selected one by one.
4. Charges for the selected purchases are included automatically — the bottom of the window shows the amount due, for example «Purchases selected: 3 · purchases 48,300 ₽ · charges 1,250 ₽ — due 49,550 ₽».
5. The «Send the invoice by email — optional» field already has your email. You can enter any other, for example the accountant's, or clear it — then no email is sent. The email contains the invoice, the due date and the list of purchases.
6. Click «Issue a consolidated invoice». The same window shows the consolidated invoice number, the amount and the due date, with «Pay» and «Invoice» buttons.

If the payment invoice was not issued, the window says «The payment invoice has not been received yet» and why — get it on the «Consolidated invoices» tab with the «Get invoice» button.

What you can do with a consolidated invoice

In the row of a consolidated invoice awaiting payment:

• «Pay» — the invoice payment page.
• «Invoice» — the invoice as a PDF. If there is no PDF yet, choose payment «by invoice» on the payment page — the invoice will then appear.
• «Get invoice» — if the payment invoice has not been issued yet. «New invoice» — if the due date has passed: the previous invoice is replaced with a new one.
• «By email» — send the invoice, the due date and the list of purchases to any address.
• «Cancel» — the payment invoice is canceled too, and the purchases return to unpaid; they can be included in a new consolidated invoice. You can also cancel a consolidated invoice issued by Invoicebox, but not a paid one.

The row shows who issued the consolidated invoice: «issued in the account» or «issued by Invoicebox», and a canceled one shows the reason for cancellation. Consolidated invoices of the former system are paid and canceled in the former Invoicebox.Business account — here they only have the «Invoice» and «Register» buttons.

How to top up the fund

On the «Top-ups» tab, click «Top up the fund», enter the amount — from 1,000 ₽ — and, optionally, an email for the invoice, then «Issue invoice». A top-up increases the organization's own funds from which employees pay for purchases. You can top up the fund even when there are unpaid purchases, but they are paid by a consolidated invoice, not by the top-up. If a top-up invoice for a different amount is already awaiting payment, the new invoice replaces it — the previous one is canceled.

If the fund is run by the former account

While the guarantee fund is run by the former system, consolidated invoices and top-ups are issued in the former Invoicebox.Business account. The «Purchases», «Consolidated invoices» and «Top-ups» tabs then say: «Consolidated invoices and top-ups of this fund are still issued in the old «Invoicebox.Business» account, in the «Paying for purchases from the GF» section: that is where purchases are selected for a consolidated invoice and a payment or top-up invoice is obtained. This will become available here once the fund is moved to the new account.» The «Open the old account» button leads straight to that section, and «Issue a consolidated invoice» and «Top up the fund» are inactive here. Top-up invoices from the former account are not shown here — received top-ups are visible in the «Log».

Once the fund is moved, the section header shows «in the new system since» and a date: from that day on, consolidated invoices and top-ups are issued here. Consolidated invoices issued before the move are still paid in the former account.

If a consolidated invoice or top-up was not issued

Employees and limits

At the top of the tab — how many employees can pay from the fund, how much has been spent this month and how many employees are close to their limit: they have spent 75% or more of their daily or monthly limit. The list shows each employee and their position, how much they have spent «Today» and «This month» and out of what limit, and «Where you can pay». If an employee cannot pay, the reason is shown next to their name: «Blocked», «Access expired» or «Awaiting connection».

The fund's employees are managed by the organization's owner and accountant. Changes take effect immediately for new purchases. Invoicebox does not notify the employee about them — let them know yourself.

Who can be added

Only an employee of the organization can pay from the fund — a person who has the owner, manager or accountant role of the organization or the «Employee authorized to pay» role in «Organization» → «Employees and access». Access only to the organization's stores is not enough. Invite a new employee in «Employees and access» first — see Employee access. If they will only pay from the fund, choose the «Employee authorized to pay» role. You can add an invited employee to the fund right away, without waiting for them to sign in.

Employees are invited by the owner: only the owner sees the «Employees and access» section.

How to add an employee

1. On the «Employees and limits» tab, click «Add employee».
2. In the «Who will pay» block, specify the employee. The owner picks them in the «Organization employee» list — it shows the organization's employees who are not in the fund yet — or switches to «By phone». The accountant enters the «Employee phone».
3. Fill in «Full name» — this is how the employee is labeled in the list and the log. If you pick the employee from the list, the full name is filled in automatically. «Position» is optional.
4. In the «How much can be spent» block, set the «Per day» and «Per month» limits. The «Limit» switch is already on for both, and the amounts are empty: enter an amount or click a preset one, for example 10,000 ₽ per day and 100,000 ₽ per month. If you don't need a limit, turn «Limit» off. The daily limit cannot be higher than the monthly one.
5. In the «Where you can pay» block, choose «In all categories» — at any Post-payment store, including categories that appear later — or «Only in selected» and tick the categories. The «Business trips», «Office» and «Transport» templates tick a set in one click.
6. Optionally, leave a «Comment for the log».
7. Check the sentence at the bottom of the window, for example «Can pay in all categories — up to 10,000 ₽ per day, up to 100,000 ₽ per month.», and click «Add».

The employee appears in the list right away and can pay from the fund. Above the list, the message «Employee added» appears with their full name.

Invoicebox grants the «Employee authorized to pay» role automatically — you don't need to grant it in «Employees and access». With this role, the employee sees their limits and purchases in «My purchases» → «My limits». If the message says the role has not been granted yet, Invoicebox ID did not respond: the role will be granted automatically with the next change to the fund's employees, and the employee can already pay. The owner and the accountant don't get this role: «My limits» is open to them anyway.

How to change limits

Click «Configure» in the employee's row. The window has the same «How much can be spent» and «Where you can pay» blocks, and at the bottom — what will change, for example «Month: 100,000 ₽ → 150,000 ₽». After «Save», the new limits apply immediately, and what has already been spent today and this month is not reset. A purchase after which spending for the day or the month would exceed the limit will not go through. The day and the month are counted in Moscow time.

How to block and unblock an employee

Click «Block» in the employee's row and confirm in the «Block employee?» window — you can leave a comment for the log there. After blocking:

• new purchases from the fund will not go through for the employee;
• purchases already made, limits and categories are kept;
• Invoicebox removes the «Employee authorized to pay» role automatically, and the employee's other roles in the organization stay;
• the list shows «Blocked» for the employee and an «Unblock» button.

«Unblock» lets the employee pay from the fund again with the same limits — the confirmation window shows them in one sentence. The «Employee authorized to pay» role is granted again.

Only an employee of the organization can be unblocked. If the employee had no other roles in the organization, after blocking they no longer have access to it — then, before unblocking, the owner invites them again in «Employees and access».

An employee cannot be removed from the fund — only blocked.

Change log

The «Employees / Change log» switch above the tab opens the «Employee change log»: who added, blocked or unblocked an employee or changed their limits, and when. The newest entries are at the top.

If the fund is run by the former account

While the organization's guarantee fund is run by the former system, employees are added and blocked and limits are changed in the former Invoicebox.Business account — in «Settings» → «Departments». The tab then says: «Employees and limits of this fund are still managed in the old «Invoicebox.Business» account: that is where employees are added and blocked and limits are changed. This will become available here once the fund is moved to the new account.» Next to it is the «Open the old account» button.

The list of employees, their limits and spending are visible here, but the «Add employee» button is inactive, and there are no «Configure», «Block» and «Unblock» buttons. The change log is empty: changes made in the former account do not appear in it. Invoicebox grants the «Employee authorized to pay» role automatically to employees whom the former account allows to pay from the fund.

For a closed fund, it says: «The fund is closed — employees can no longer be added or unblocked, and limits can no longer be changed.»

If something went wrong

If an employee could not be added, blocked or unblocked, the window says why:

For the owner, the message has an «Open «Employees and access»» link underneath.

Still not working? Write to c-support@invoicebox.ru or call +7 (812) 448-08-01 (9:00–21:00 Moscow time).