Your byrd invoice explained
We have reworked our charging system to make the invoices more transparent and clear for our customers.
Our invoices are now sent one day after the end of the performance period (i.e. on the 1st of April for your March costs). You have the possibility to receive one invoice per byrd account, or, if you’re using multiple warehouses within our network, to receive individual invoices for each of them. We can currently provide the invoice in English or German. Get in touch with us to find the best setup for you.
You will receive your invoice via e-mail, with 2 documents attached:
1. Standard PDF Invoice
2. Excel file with details
We’ll explain each of them in more detail in the following sections:
1. Standard PDF invoice
This is a regular PDF invoice for your accounting. It includes a cover page with the usual required information for accounting purposes (such as company name, address, VAT number, Period of performance, etc.) as well as a more detailed overview of all costs per warehouse (in case you’re using multiple locations) on the following pages.
Your current payment method and payment terms are also shown on the invoice.
Note: If you’re paying via SEPA Direct Debit, the invoice also serves as the official Pre-Notification to inform you about the upcoming direct debit.
2. Excel file with details
The Excel is meant to give you more insights into the services we have provided to you in a given invoicing period. It’s split up into multiple sheets:
Overview - this page is mirroring the invoice. Here you will find the same total costs as in the PDF overview.
Shipments - here you can find all shipments sent during the performance period of the current invoice.
Your shipment costs are the combination of:
Pick Base (Column V):
Calculation: Pick Base is applied to all orders except the orders that were split into multiple shipments (Column O), where pick costs only apply to the original order, not the additional orders that were duplicated.
Note: Duplicated shipments can occur due to various reasons, f.ex. if an order needed to be split up into multiple parcels due to a total weight or size that would be too large for a single parcel; or due to regulations that require us to split single orders into multiple parcels, like in the case of some dangerous goods.
Pick Item (Column W):
Calculation: Pick per item cost multiplied with the amount of picks in your orders (column E).
Note: If you need to see which products were picked specifically, you can download a shipment Export via the byrd dashboard.
Note: Please note that for bundle products, every individual item is charged as a pick.
Pack Branding (Column X):
Calculation: Branding cost applies to your orders if you require special branding processes (like using your own tape, adding flyers).
Pack Fragile (Column Y):
If your shipment contains fragile items (Column F), the fragile fee will be applied.
Pack workforce (Column Z):
Calculation: Pack workforce is charged based on the size of your sent parcels (Column K). If your orders are ready-to-ship (Column N) and don’t require to be packaged, the ready-to-ship Pack workforce cost is applied.
Pack material (Column AA):
Calculation: Pack material costs are charged based on the size of your sent parcels (Column K) and the packaging material used (Column L). If the used material was provided by you (Column M), no Pack material cost is applied. If it was provided by byrd, the cost will be calculated based on the material used.
Shipping (Column AB):
Calculation: Shipping cost, including the service charge, is based on the weight of the shipment (Column J) and the recipient country (Column R).
Total costs related to shipments, sum of all costs in columns V, W, X, Y, Z, AA, AB.
Note: Please be aware that shipments are charged based on the “Sent Date” in Column P which needs to be in the given performance period in order to be included.
Acceptance Base: One-off charge per individual delivery as announced via the dashboard.
Acceptance Item Box: Delivery acceptance cost per box multiplied with the number of delivered boxes (column H).
Acceptance Item Pallet: Delivery acceptance cost per pallet multiplied with the number of delivered pallets (column I).
This cost depends on whether the delivery was counted (column F) and whether it was a mixed delivery (column G) and the amount of items delivered (column J).
Calculation: f.ex. with a mixed, counted delivery of 2000 items the calculation would be: 2000* the fee for mixed, counted deliveries. With an uncounted delivery with 40 SKUs, the calculation would be: 40* the fee for mixed, counted deliveries.
Note: Depending on whether the delivery was counted or not, the Column J Num. Items represents either the amount of individual items to be counted (if delivery was counted) or the amount of SKUs (if delivery wasn’t counted). If you need to check the actual amount of delivered items per delivery, please refer to the delivery overview in the dashboard.
Calculation: Sum of delivery acceptance + delivery inbounding cost
Note: Deliveries are charged based on the date when the delivery of the products was accepted in the warehouse, column C Delivery Date.
Note: If you’re using one of our warehouses which charges deliveries by the hourly fee, this cost will not be visible in the “Deliveries” tab but will show up in “Other Cost” instead since it is charged based on the actual time needed to inbound your delivery.
In the overview you see all occupied storages on a storage level, meaning you see every individual pallet and shelf space that was used. This means that there might be multiple rows shown per SKU, if an SKU needs more than one storage space (due to the amount of products or different LOTs / Use-by Dates.
Calculation: Storage cost is the daily cost per shelf-space or pallet-space (see Type / Typ - Column F) multiplied by the days the storage space was occupied - Days Active (Column G). To calculate the daily cost, divide your monthly storage cost from your offer and divide it by the total days in the given month.
Note: if a storage space was inactive for a few days throughout a month, we won’t charge you for the inactive days. In this case you will see two separate lines for this storage space in your Invoice Excel, for the two different storage events.
This overview sums up the workload in the warehouse to put back returns into stock. This cost is charged both for returns returned by the carrier due to delivery problems and returns that were actively returned by the end customer.
Acceptance: One-off charge per returned package, see Package admission basis / Paketannahme in offer.
Return Processing: Calculated as Return processing cost per returned item multiplied by the number of items returned (Column F), see "Returns workload" in offer.
Quality Check: Cost for additional quality control; calculated as Quality check cost per returned item multiplied by the number of items returned (Column F), see "Quality control" in offer.
Cost per returned item multiplied by the number of items returned (Column F), see "Re-stocking" in offer.
sum of columns G, H, I, J.
Note: Please be aware that other returns-related costs (active returns, shipping costs for undelivered parcels) are charged via “Other costs”.
Shipping cost for returns that could not be delivered to the recipient due to address errors or weren’t picked up in the parcel shop are shipped back to the warehouse at an extra cost by the carrier. This line item sums up the total cost for return shipping of these items.
Tip: If you’d like to see more details, download a detailed overview of your returns via your customer dashboard -> Returns -> Returns Report.
The shipping cost for returns where the shop provided a return shipping label to the end customer will be listed up here one by one, including the request date as well as the tracking number.
This one-time fee is charged at the beginning of the cooperation.
Difference to minimum revenue:
This fee is charged in the first full month after the announced first delivery date (ie. in June, if the first delivery was announced for May)
If the sum of all fulfillment costs in one month (including pick & pack, shipping, returns, storage, deliveries, and other additional charges) doesn’t reach the minimum revenue agreed upon in your contract, you will be charged the difference
Other costs are charged on a per-use basis, f.ex. costs for inventory counts, and other additional services charged by the hourly rate.