This feature is in Private Preview. Contact support@vantage.sh or your dedicated Customer Success Manager to enable it.
Invoices are immutable, tied to cost data, and can be exported as PDF or CSV for record-keeping or import into general ledger systems. Each invoice reflects a customer’s costs as calculated by Vantage, including any billing rules applied by the MSP. Customer and MSP metadata, such as billing addresses, banking information, Tax ID, VAT, and purchase order numbers, can be included to ensure invoices meet legal and business requirements. Invoices are generated for billing periods, which are fixed to calendar months. Only full calendar months can be used; custom periods are not supported. The invoicing process includes:
  • Creating a billing profile with your organization’s billing details
  • Adding managed account billing information for each customer
  • Generating and distributing invoices
All MSP users can view invoices, while only Owners have write access to invoices. See the MSP RBAC documentation for details on user roles. Customers in managed accounts can view only their approved invoices within their account, on the Invoices screen.
For MSPs who use currency management, if you change the currency for a month that has had an invoice generated, you will have to regenerate the invoice for the new exchange rate to be applied.

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Step 1 - Create a Billing Profile

A billing profile contains your MSP’s information that appears on the invoices generated for managed accounts. At least one billing profile is required before you can generate invoices.
Create separate billing profiles if you have multiple bank accounts that you need to assign to different customers.
To create a billing profile:
1

Navigate to Partner Settings > Billing Profiles.
2

Click New Billing Profile.
3

Enter a Nickname to identify this billing profile.
4

To add the logo you want displayed on invoices, click Select File and select your logo image file. You can also check the box below this field if you want this logo to apply to all billing profiles so that you have to upload it only once.
5

Enter your organization’s Billing Information, including Company Name and Address.
6

For Business Information, click +Add Field to add key-value pairs for fields like Tax ID, VAT, etc. These fields will appear on invoices below your billing address.
7

Add your Banking Information.
8

At the top, click Save.

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Step 2 - Add Managed Account Billing Information

Each customer managed account has a section in account settings where you can enter account billing information. To add billing information for a customer:
1

Navigate to the Managed Accounts screen.
2

Select a managed account or create a new one.
3

On the General tab, in the Account Details section, select a Billing Profile you want associated with invoices for this account.
4

In the Billing Information section, enter the billing details for the managed account. The information will appear on this managed account’s invoices. Ensure you enter the official company name used for billing purposes. In addition, you can add one or more email addresses, separated by commas, for which you will send invoices.
Email addresses do not have to be existing Vantage users.
5

In the Business Information section, you can optionally add key-value pairs for details such as Tax ID or VAT. These values will appear on invoices beneath your billing address.
6

At the top, click Save.

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Step 3 - Generate an Invoice

When the month closes, an invoice is generated based on the customer’s All Resources Cost Report. Navigate to the Invoices screen. All invoices are displayed. At the top of the page, you can filter by Account and Status.
You can also view all invoices for a customer’s managed account on the Invoices tab of the Managed Accounts screen.
Customer managed account invoices
1

Ready to Invoice

On the first of the month, once the previous period closes (or after the third of the month if AWS Data Ingestion Delay is enabled), a new invoice is displayed for each managed account with the status Ready to Invoice.Click Generate Invoice to invoice the customer.
Click the ellipses (…) next to the Generate Invoice button to view the associated Cost Report.
Two invoices in the Ready to Invoice state
2

Generating Invoice

Vantage generates a new invoice. The invoice status is displayed as Generating Invoice.This process may take a few minutes.
Two invoices in the Generating Invoice state
3

Awaiting Approval

The Awaiting Approval status is displayed when the invoice is ready.Click the download icon (looks like an arrow pointing down) next to the invoice to review a PDF copy of the current invoice.Review the PDF invoice to ensure accuracy of costs, payment information, and customer data. If you find any issues, make the appropriate adjustments.
Issue TypeWhat to DoMore Info
Certain billing rules, like credits, are not appliedAdjust or create billing rules accordingly.Docs
Incorrect billing profile is displayedUpdate your MSP’s payment information and invoice metadata and ensure the right billing profile is associated with this customer.Docs
Incorrect customer billing dataVerify customer details are accurate in Managed Accounts screen.Docs
  • If you needed to make updates, click the ellipses (…) on the right, and select Regenerate Invoice.
    Regenerated invoices use the same Invoice Number as the first time the invoice was generated. This number is displayed in the second column of the table.
  • If you did not need to make any updates, click Approve & Send. A confirmation message is displayed. Click Approve & Send again.
Two invoices in the Approve & Send state
4

Approved & Sent

Once an invoice is approved, the invoice will be emailed as a PDF attachment to the assigned recipients for the managed account. The email will come from no-reply@vantage.sh.PDF and CSV versions remain available for download.To resend an invoice, click the ellipses (…) at the end of the invoice row and select Email PDF.

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Bulk Actions

You can perform bulk actions to generate, approve/send, regenerate, and download copies of multiple invoices at once. Select the checkbox next to an invoice, then select an option at the top of the screen. Confirmation messages are displayed so that you can confirm any bulk actions.

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Troubleshooting

Invoices appear on the first of the month when the previous billing period has closed. If AWS Data Ingestion Delay is enabled, invoices will appear after the third of the month. If other upstream providers experience delays, billing periods may not be immediately ready for invoicing.
You need an associated billing profile to generate an invoice.
A message appears indicating that you cannot generate an invoice without an associated billing profile
Verify that provider billing information is set under Partner Settings > Billing Profile and that customer billing information is configured on the Managed Accounts page. Only fields entered in these locations appear on invoices.
Ensure that a billing rule with the Charge Category: Tax has been created and applied before generating the invoice. Regenerate the invoice after updating billing rules.
Confirm that the correct billing contact email addresses are set on the Managed Accounts page. Invoices are automatically sent to these contacts once approved. You can also manually resend invoices from the Invoices tab.
Invoices can be regenerated while in Awaiting Approval status. Once an invoice is approved, it cannot be regenerated.