Marketplace invoices rarely arrive in one place. An advertising invoice may sit in an ad account, a supplier bill may go to the finance inbox, and a software renewal may be emailed to the store owner. Collect those documents throughout the month and the bookkeeper has a list to review when the period closes.
What Tailride collects for an e-commerce team
Tailride automates the collection of incoming supplier invoices and receipts. Connect the billing mailboxes and supported supplier portals where your documents arrive, and Tailride brings the collected invoices into one workspace. You can also upload individual files. Acomim helps merchants issue sales invoices. The Tailride workflow in this guide covers the bills the merchant receives. Tailride invoice collection · Supported sources
The dashboard shows the connected sources and the invoices they have brought in. Open a document to review the extracted supplier, dates and totals. This gives the team a single invoice list to work from before checking payments or sending records to the bookkeeper. Dashboard overview
Set up collection for recurring supplier bills
Start with the sources that generate the most work each month. For example, connect the mailbox that receives software invoices and set up portal collection for the advertising accounts you manage. Assign an owner to each source so someone can reconnect it when a password or login changes.
| Document | Where it arrives | How to collect it |
|---|---|---|
| A supplier or software invoice | A billing mailbox | Connect the mailbox so Tailride can scan it for incoming invoices. |
| An Amazon or Meta Ads bill behind a login | The billing history for the account that incurred the charge | Use the extension or Desktop for the supported portal and account. |
| A gap in an earlier month | The connected billing inbox for the missing period | Run a retroactive scan over the relevant dates. |
| A one-off invoice saved by a teammate | A local file or a shared folder | Upload the original document to the workspace. |
The browser extension uses your signed-in session on supported portals. If you manage several seller or advertising accounts, Tailride Desktop can keep them in separate profiles and run scheduled collection while the browser is closed. The computer and app need to be running, and an SMS challenge or CAPTCHA can still require attention. Browser extension · Tailride Desktop
For older email invoices, select the missing month in Retroactive and choose the inbox that received the bills. The scan searches mail still available to that account. The invoices it recovers use processing credits, so a targeted date range is a practical starting point when you only need to close one period. Retroactive scanning
Check that each source brings in the expected invoices
After connecting a mailbox or portal, look for a recent bill you already know about. Open it in the dashboard and check the supplier, document date and account it belongs to. For a store with two advertising accounts, check a bill from each account. If a source is missing or disconnected, fix that collection route while the account owner can still find the invoice. Dashboard and source status
Use the statement to catch gaps at month-end
Once the invoices are in the workspace, upload the PDF or CSV statement for the period you are closing. Tailride compares transactions with the collected invoices using details such as amount, date, supplier and payment references. Open the explanation for an ambiguous match before accepting it. Use unmatched transactions to identify specific documents still worth chasing. Statement matching guide
Keep a separate check for net marketplace payouts. A single deposit may cover sales, refunds and fees. Use the platform’s settlement report to explain that deposit. Tailride’s statement matcher pairs an individual transaction with an individual invoice, which suits an item such as a software bill or a separate advertising debit. Tailride reconciliation
Start with the accounts your bookkeeper is closing. For example, an advertising card and the operating account may cover different purchases. Keep each statement’s closing dates with its results so a charge paid just after month-end can be traced without changing the invoice’s date. Give each unexplained charge an owner and a next action.
Example of a charge that needs an account check
Imagine two ad accounts charge the same card $120 on the same day. One invoice is already in Tailride, and both statement rows have similar descriptions. Open the billing history for each account and compare the payment reference and billing date with the statement. Retrieve the second invoice from the correct account, then check the two matches together. If the statement reference is too short to decide, leave the item in review and ask the account owner for the payment history.
For a supplier the team can collect through a supported portal, Tailride can use the Desktop app or extension to try to obtain the missing invoice. A successful retrieval still leaves the reviewer with the same question about which charge the document explains. How Tailride handles missing documents
Hand over matches and exceptions
When the missing invoices arrive, match them to the statement and review the remaining exceptions. A transfer between your own accounts, for example, may need a different explanation than a charge from a supplier. Keep a note of how you resolved each unusual line and export the matched and outstanding rows as CSV if your bookkeeper needs a working list. Tailride charges one credit to process a statement. Rematching that statement after adding invoices is free. Reconciliation options
Before the next close, assign a billing mailbox or portal owner to each recurring charge that was hard to identify. Start with the vendors that caused the most follow-up. If your bookkeeper needs store or site information on exported bills, check the tracking dimensions available for your accounting integration. Accounting cost tracking
The handoff can be a short list of open items alongside the matched records. For each open item, include the charge date, amount, likely supplier, store or ad account, and the next action. Mark decisions such as an internal transfer or a charge for which the bookkeeper uses another source of evidence. The next month, start with the sources that accounted for the most gaps and confirm their logins still work.
Marketplace invoice FAQ
Can Tailride collect invoices from several marketplace or ad accounts?
Yes. For a supported portal, configure the accounts you want to collect from. Tailride Desktop can keep several logins in separate profiles. Check the first batch for each account so the team knows which bills it collects. Portal collection · Desktop profiles
What if a supplier emails some invoices and leaves others in a portal?
Connect the mailbox that receives the emails and set up collection from the supported portal. Documents from both sources appear in the same workspace. Review a sample of both routes before relying on the list at month-end. Connected sources · Supplier portals
Can I recover one missing month from a billing mailbox?
Yes. In Retroactive, choose a custom date range and the mailbox that received the bills. Tailride scans the mail it can access in that range. Successfully recovered invoices use your available processing credits. Historical inbox scanning
Can I reconcile a business credit card statement after collecting the invoices?
Yes. Upload the card statement as PDF or CSV under Statements. Tailride compares the transactions with processed documents in the workspace. It can also suggest cross-currency matches. Open the match explanation when a conversion fee or a different amount could affect the result. Supported statements and matching
