Purpose #
This article explains how invoices and receipts are issued at Shopstars, how they differ depending on the payment method used, how clients can access past records, and what to expect regarding processing times. It is intended as the definitive reference for all billing documentation.
Invoice Issuance #
Invoices are generated automatically or manually depending on the payment method.
Stripe (Credit Card Payments)
When a payment is made through Stripe, an invoice is generated instantly. The invoice includes the client’s billing details, the package or retainer purchased, the amount paid, and the transaction ID. A receipt is also issued as proof of payment. Both documents are sent to the client’s email address and uploaded into the client’s Basecamp project.
PayPal Payments
When a client pays using PayPal, the invoice and receipt are generated by PayPal and mirrored in Shopstars’ records. The client receives confirmation directly from PayPal and from Shopstars. A PDF copy of the invoice is uploaded into Basecamp to ensure it remains part of the project record.
Bank Transfers (ACH, Wire, IBAN, SEPA)
For bank transfers, an invoice is issued before payment. The invoice includes Shopstars’ banking details (account numbers, routing codes, IBAN/SEPA information as applicable) along with the amount due, currency, and due date. Once the transfer clears, Shopstars updates the invoice status to “Paid” and provides confirmation in Basecamp. Depending on the banking network, this can take two to five business days.
Invoice Content #
Each invoice contains:
- Shopstars legal entity details (name, address, tax identification where applicable)
- Client name and billing address
- Invoice number and date of issue
- Description of services (package, retainer, or milestone)
- Payment method
- Currency and total amount
- Payment status (Unpaid, Pending, Paid)
This consistent format ensures invoices meet accounting and auditing requirements.
Receipts #
Receipts are proof of payment. They are always paired with invoices. For Stripe and PayPal, receipts are issued automatically once payment is confirmed. For bank transfers, receipts are generated manually when funds are received. Receipts include the amount paid, the date of payment, and a transaction or reference number.
Access to Records #
All invoices and receipts are stored in the client’s Basecamp project under Docs & Files. This ensures that the billing history is tied directly to the project and accessible to both the client and Shopstars staff. Clients should treat Basecamp as the authoritative archive for billing documentation.
If a client requires additional copies for accounting or compliance, they can request them from their Project Manager. Requests are processed within one business day. Shopstars can also issue consolidated statements if multiple invoices are required for a financial period.
Processing Times #
- Stripe and PayPal: Invoices and receipts are issued instantly
- ACH and SEPA transfers: Two to three business days to clear
- Wires: Same day to two business days depending on banks
- International transfers: Up to five business days if intermediary banks are involved
Client Responsibilities #
Clients are responsible for providing accurate billing information at checkout or during onboarding. This includes the correct billing address, company name, and tax identification numbers if required in their jurisdiction. Failure to provide accurate details may delay invoicing or create issues with accounting.
Summary #
Invoices and receipts are central to Shopstars’ billing process. They are issued automatically or manually depending on the payment method, stored in Basecamp for transparency, and available on request from the Project Manager.
