High volume partners need to use offline (manual) billing, including the special reconciliation CSV files we provide.

Offline billing is only available for partners with very high parcel volumes. Our team will contact you if your account needs to use offline billing – otherwise you'll continue to use our standard credit card billing with the dashboard billing CSV file to reconcile your account.

If your account is using offline billing, each week a PDF invoice is emailed to your accounts email. You will also have access to a reconciliation CSV file, providing a transaction report for the relevant invoice. This can be used to process adjustments or refunds for your end users.

Note that offline billing does not affect any claims process you may already use.

Notes

Payment Methods

ACH/EFT (preferred).
Wire transfer (fees may apply).

Terms

Invoiced weekly, 7 day payment terms

Invoice Frequency (PDF)

Emailed Tuesday or Wednesday (AEST)

Reconciliation Report Frequency

Uploaded Monday morning (AEST)

Reconciliation Report Access

Via SFTP (password or private key)
(security requirements)

Setup

  1. Confirm the information you require on the invoice PDF:
    • Your legal name and tax information.
    • A contact email for your Accounts team (for the weekly PDF).
    • Confirm any supporting information required on the invoice.
  2. SFTP Server setup (by Sendle):
    • (Preferred) Your team provides Sendle with an SSH public key for authentication.
    • Alternatively, we can provide a randomised password.
    • Ensure your implementation complies with our SFTP Security Requirements.
    • Sendle will advise you of the SFTP connection details.

Weekly Process

  • Sendle will email a PDF invoice directly to your accounts team via email.
  • The reconciliation CSV file will be uploaded to the SFTP server. (Monday morning AEST)
    • Note that if you use multiple accounts, you will receive a separate invoice PDF, and separate reconciliation CSV file for each account.
  • You should:
    • Download the reconciliation file from the SFTP server. This detailed transaction and order information allows reconciliation against user activity.
    • Parcel cost refunds and adjustment refunds should be refunded to the end user.
    • Adjustment charges & penalties should be charged to the end user.

Reconciliation CSV Format

Here's a sample offline billing CSV you can download: sendle-reconciliation-sample.csv


And the columns in the reconciliation file:

FieldExampleNotes
TypeSee notesNote that it is possible to have an Order, Adjustment, Refund and Adjustment Refund in the same invoice for the same Sendle Reference.

Valid values:
- Order
- Refund
- Adjustment: Underdeclared
- Adjustment: Oversized Penalty
- Adjustment: Package Type
- Adjustment Refund
- Adjustment Refund: Package Type
Sendle ReferenceSYF2W2A6-8 characters, starting with S.
Date Created2019 Dec 05 12:57:48Date and time the event occurred (UTC)
Pickup Date2019 Dec 06Only present for Pick Up orders (local time)
Receiver NameLeona White
Receiver Email[email protected]
Receiver SuburbBacchus Marsh
Receiver Postcode3340
Receiver CountryAustralia
Sender NameCat Socks
Sender Email[email protected]
Sender SuburbGlebe
Sender Postcode2037
Sender CountryAustralia
DescriptionCS-643678
Customer ReferenceCat Socks
Declared Max Weight0.5
Declared Max Volume2
Measured Weight2.5Only present on Adjustment rows
Measured Volume3Only present on Adjustment rows
Measured Length12Only present on Adjustment rows
Measured Width12Only present on Adjustment rows
Measured Height18Only present on Adjustment rows
Weight UnitKGConfigured for your account. Typically KG or LB.
Volume UnitLConfigured for your account. Typically L or IN3.
Dimensional UnitCMConfigured for your account. Typically CM, M or IN.
Gross13.95Amount including taxes. Positive for charges (order, adjustment), negative for refunds.
Net12.68Amount excluding taxes. Sign as per Gross.
Tax1.27Any applicable taxes. Zero if tax exempt.
CurrencyAUD
Invoice NumberSEN41876-1949The invoice for the original charge.
- On an Order or Adjustment, this is the invoice it was charged in.
- On a refund, this is the original invoice of the charge being refunded.
Requested CoverThe dollar amount for any additional or included cover, if applicable.
Warranty PriceThe dollar amount paid for any extra cover.
Fuel SurchargeThe dollar amount paid for any fuel surcharge.

You'll get a column added to the end for each metadata key on orders. For example, creating an order with the metadata {"order_id": "126"} will mean you get a column named order_id on the CSV file.

If one of your metadata values is an object, it'll be represented in a very strange way in the CSV. For example, if you pass in "metadata": {"your_data": {"nested": "12345678"}}, in the output CSV file you'll get a column with the data "{""nested""=>""12345678""}". Because of this, we recommend only using simple data types in metadata keys if you want to read them from the CSV file.

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If you have a metadata key with the same name as one of the above columns, you'll get two columns with that name (first, the original one that we provide, and then the metadata one).

Avoid using the above field names inside order metadata to prevent this confusion.