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Accounting for balance top-ups and invoices

Accounting for balance top-ups and invoices

How to record the accounting documents from Shipmondo.

Updated this week

This guide explains how to record accounting documents from Shipmondo.​

Types of documents

When using Shipmondo, you may receive the following three types of documents:

Top-up receipt

Each time your Shipmondo balance is topped up/refilled, either manually or automatically, a top-up receipt is generated.

These can be retrieved under Balance movements or via your Account statement, found under the menu item Company Name > Billing.

Note: A top-up receipt is not an invoice and therefore does not include VAT.

Invoice and Credit note

  • Invoice: If you use balance payment, you will receive a monthly invoice covering your usage for the previous month. If you are on Shipmondo Essentials or Pro and have chosen monthly payment, this invoice will also include the charge for your subscription for the upcoming period.​

  • Credit note: A credit note may be issued when, for example, a purchase is credited or compensation is paid for a shipment. The amount from a credit note is always refunded to your Shipmondo balance.

All issued invoices and credit notes can be found under the menu item Company Name > Billing > Invoices and Credit Notes.​

Deposit receipt and Withdrawal receipts

  • Deposit receipt: When you make a purchase and pay with a payment card (instead of using your balance), an invoice and a corresponding deposit receipt are immediately issued.​

  • Withdrawal receipt: A withdrawal receipt is created when a balance withdrawal occurs.​

These receipts can be retrieved under Balance movements or via your Account statement, found under the menu item Company Name > Billing.

How to record the documents

Setting up in the chart of accounts

Create a financial account in your accounting system that represents your Shipmondo balance, similar to how you have a financial account for your bank balance.

Recording based on your Shipmondo account atatement

The easiest way to record documents from Shipmondo is to use your account statement in Shipmondo as a starting point. Here, you get an overview of all documents.​

Retrieve your account statement for the accounting period under Company Name > Billing, and record the documents as described below:​

  • Top-ups

    Debit: Shipmondo Balance

    Credit: Bank Balance
    (Transfer of funds between your bank account and Shipmondo balance)​

  • Withdrawals

    Credit: Shipmondo Balance

    Debit: Bank Balance
    (Transfer of funds between Shipmondo balance and your bank account)​

  • Invoices paid with balance

    Debit: Expense Account

    Credit: Shipmondo balance
    (Settlement of usage with funds from your Shipmondo balance)

  • Invoices paid with payment card

    Debit: Expense Account

    Credit: Bank balance
    Note: The corresponding deposit receipt does not need to be recorded.​

  • Credit notes

    Debit: Shipmondo Balance

    Credit: Expense Account
    (Credit note is always refunded to Shipmondo balance)

Reconciling the balance

After recording all documents, your Shipmondo balance in the accounting system should match the Shipmondo balance as indicated under Company Name > Billing > Balance movements.

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