In 15 minutes you'll have your first month's statement published for one customer: storage, receiving, pick and pack and shipping, each line showing the orders, receipts and labels behind it, on a private page you can send them.
What you need
- Your prices: storage per pallet or bin, receiving, pick and pack, packaging, any markup on shipping labels, and any monthly minimum
- One customer's name and the short code your warehouse system uses for them (for example
FMS) - Last month's reports from your warehouse system, saved as CSV files (in Excel: File → Save As → CSV)
Your first 15 minutes
When you first sign in, a Welcome page walks you through five steps. Do them in this order. Each takes a few minutes, and each is saved as you go.
1. Sign in and choose a password
Open the link in the email that says your account is ready. It takes you to Choose a password. If the link has expired, go to fulfilment.nvisin.app, click Forgot password, or first time here?, enter your work email and click Email me a link to set my password. Type your password twice (at least 10 characters) and click Save password and continue. You'll land on the Welcome page.
2. Add your business details
In Add your business details, check Business name on statements, then fill in Billing email, phone and address. They go at the top of every statement. Click Save and continue.
3. Set your rates, then add your first customer
In Set your rates, pick the closest: Online store fulfilment, Pallet storage and B2B or Subscription boxes and kitting. That loads a usual rate card. To use your own prices, click Type in my own rates instead, fill in the Default rate card, click Save default rates, then click Statements to come back. Set your rates before adding customers, because each customer keeps the rates they started with. Then, in Add your first customer, type their name and their Customer code in your warehouse system, exactly as it appears in your reports (for example FMS for Fernhill Music Supplies). Add their billing email and click Add customer and continue.
4. Upload the month's activity
In Upload the month's activity, click Upload files. There are four boxes: Storage counts, Receipts, Orders shipped and Shipping labels. If you only have one report, start with orders. Click Upload CSV and choose your file. The first time, tell the tool which column is which: the customer code, the date, and the numbers (pallets, cartons, units or label cost). Receipts also need the receipt number, and orders need the order number. Check Dates like 03/04/2026 are and For the month of, look at the preview, then click Upload. Next month the columns are matched for you. When you're done, click Statements to go back to the setup steps.
5. Publish your first statement
In Publish your first statement, you'll see each customer's total for the month. Click Look at your customer's statement first if you want to check it: every line opens to the orders, receipts or labels behind it. Then click Publish and the month. Your customer can now see it. The tool doesn't email them. Click Customers, open the customer, click Statement link, then Copy, and email the link yourself.
Reference
Each month after that
Click Files, pick the month at the top and upload that month's reports. Then click Statements. If you see Rows that don't match a customer, click Add customer next to the code, or add that code to an existing customer. Click a customer's row to check their statement, read anything under Check before publishing, then click Publish. Publish all publishes every customer with charges that month.
One-off charges
On a customer's statement, under Special projects and other charges, click Add a charge for work that isn't in your reports, like kitting, relabelling or a stock count. Enter a description, quantity and rate. It's added to that month's statement.
Changes after publishing
If you change prices, files or charges after publishing, the statement shows Changed since published. Your customer keeps seeing the published version until you click Publish again. To hide a month from them, click Take it off their page. Download CSV and Print or PDF give you your own copy.
Your customer's statement page
Your customer needs no account. Their page shows every month you've published, with the rows behind each charge, Download CSV and Print or save as PDF. Open it from a statement with Their page, or from the customer with Statement link. Turn link off hides everything. New link makes a fresh link, and the old one stops working, so send the new one. The Customers list shows when each link was last opened.
Exporting to your accounting system
Once a month has charges, click Export for accounting on Statements. Choose QuickBooks Online (invoices), Xero (sales invoices) or Summary: one row per customer. Choose published statements only or every customer with charges, set the invoice date and days to pay, then click Download. Import the file into your accounting system. Invoice numbers are built from your prefix, the month and the customer code, so importing the same month twice doesn't make duplicates.
Settings
Click the gear. On statements holds your business details, payment terms and the message at the top of each statement page. Uploads and exports holds the date order, invoice number prefix, days to pay and the two Xero fields. Default rate card sets the prices new customers start with. Changing it doesn't change customers you already have, so change those on each customer. Under Storage, Monthly quantity from chooses whether storage is billed on the average, highest or last count of the month. Settings also holds Your logo, Users, Plan & billing, Look and My password. Only owners can change settings.
Users and roles
Under Settings → Users, invite people by email. Staff can upload files, edit customers and prices, add charges and publish. View only users can look but not change anything. Owners can also manage users and settings and delete customers. Access covers every nvisin tool your company has. All your nvisin tools in the sidebar lists them.
When your plan ends
You can still sign in and see everything, but not change anything. An owner restarts it under Settings → Plan & billing.
Getting help
Click Help & support inside the tool.
Common questions
Why does the publish step say my rows don't match a customer?
Either the customer's code isn't the one in your reports, or their prices are all 0. Open the customer under Customers and check both. A customer added before you set your rates starts with no prices, so type them in on the customer.
My report is an Excel file. What do I do?
Open it in Excel, click File → Save As and pick CSV. Upload that file. The first row must be the column headings.
How is shipping charged?
The label cost plus your markup percentage. If a customer's month comes in under their monthly minimum, a "Monthly minimum top-up" line makes up the difference.
Should I delete a customer who has left?
No. Open them and untick Active to keep their history. Deleting removes their published statements, extra charges and link, and only owners can do it.