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Invoices and Receipts

BookWish and Stripe provide detailed invoices and receipts for all subscription and transaction charges. This guide explains how to access, download, and use your billing documents.

Types of Documents​

Subscription Invoices​

Invoices for your BookWish store subscription:

  • Frequency: Monthly or annual (based on your plan)
  • Content: Subscription fees, add-ons, tax
  • Provider: Issued through Stripe
  • Purpose: Track subscription expenses, accounting, tax filing

Payment Processing Receipts​

Records of individual customer transactions:

  • Frequency: Per transaction
  • Content: Transaction amount, fees, payout details
  • Provider: Available in Stripe Dashboard
  • Purpose: Reconciliation, dispute evidence, record-keeping

Accessing Subscription Invoices​

From Stripe Customer Portal​

The easiest way to access subscription invoices:

  1. Log in to your BookWish store admin
  2. Navigate to Settings > Subscription
  3. Click Manage Subscription
  4. In Stripe Customer Portal, click Invoices
  5. View all past and current invoices

From Stripe Dashboard​

For more detailed access:

  1. Log in to Stripe Dashboard
  2. Navigate to Billing in the left sidebar
  3. Click Invoices
  4. View invoices for your BookWish subscription

Invoice Information Included​

Each subscription invoice shows:

Header:

  • Invoice number
  • Invoice date
  • Due date (for unpaid invoices)
  • Payment status (Paid, Due, Void)

Line Items:

  • BookWish subscription plan
  • Add-ons (custom domain, etc.)
  • Proration adjustments (if applicable)
  • Subtotal

Charges:

  • Subtotal
  • Tax (if applicable)
  • Total amount charged

Payment:

  • Payment method (card ending in XXXX)
  • Payment date
  • Transaction ID

Business Details:

  • Your business name and address
  • BookWish/Stripe billing entity
  • Tax IDs (if applicable)

Downloading Invoices​

Download Individual Invoices​

From Stripe Customer Portal or Dashboard:

  1. Find the invoice you need
  2. Click the invoice to open details
  3. Click Download or Print button
  4. Save PDF to your computer

Bulk Download​

To download multiple invoices:

  1. Log in to Stripe Dashboard
  2. Navigate to Billing > Invoices
  3. Select date range
  4. Click Export
  5. Choose format (PDF bundle or CSV)
  6. Download file

Invoice File Formats​

PDF Format:

  • Professional invoice layout
  • Suitable for printing
  • Standard for accounting
  • Best for individual invoices

CSV Format:

  • Spreadsheet-compatible
  • Useful for bulk analysis
  • Importable to accounting software
  • Best for multiple invoices

Payment History​

Viewing Payment History​

See all your subscription payments:

From Stripe Customer Portal:

  1. Access portal (Settings > Subscription > Manage)
  2. Click Payment History
  3. View chronological list of all charges

From Stripe Dashboard:

  1. Log in to Stripe Dashboard
  2. Navigate to Billing > Payment History
  3. Filter by date, status, or amount

Payment Record Details​

Each payment record shows:

  • Date: When payment was processed
  • Amount: Charge amount
  • Status: Succeeded, Failed, Refunded
  • Invoice: Link to associated invoice
  • Payment Method: Card or bank used
  • Receipt: Download link

Failed Payment Records​

If a payment failed:

  • Record shows "Failed" status
  • Reason may be displayed (if available)
  • Retry attempts are logged
  • Updated when successfully retried

Tax Documents​

Sales Tax on Subscription​

If your location requires sales tax on software subscriptions:

What's Taxed:

  • BookWish subscription fees
  • Add-on fees (custom domain, etc.)

Tax Details on Invoice:

  • Tax rate applied
  • Tax jurisdiction (state, county, city)
  • Total tax amount
  • Included in total charge

Tax Reporting (1099-K)​

For transaction processing (customer payments):

Stripe Issues 1099-K If:

  • You processed $600+ in payments in a year (as of 2024)
  • Available in January for previous tax year
  • Access through Stripe Dashboard

How to Access:

  1. Log in to Stripe Dashboard
  2. Navigate to Reports > Tax Forms
  3. Download 1099-K for relevant tax year
Tax Thresholds

1099-K thresholds change based on IRS rules. Check current requirements or consult your tax professional.

W-9 Form​

Stripe may request your W-9:

  • Collected during account setup
  • Used to issue 1099-K
  • Update in Stripe settings if business structure changes

International Tax Documents​

For non-US stores:

  • VAT invoices (EU)
  • GST documentation (Australia, Canada)
  • Other regional tax forms
  • Access through Stripe or contact support

Using Invoices for Accounting​

Expense Categorization​

Categorize your BookWish expenses:

Subscription Fees:

  • Category: Software/SaaS subscription
  • Frequency: Monthly or annual
  • Deductible: Typically yes (consult tax pro)

Transaction Fees:

  • Category: Payment processing fees
  • Frequency: Per transaction
  • Deductible: Typically yes as cost of goods sold

Integration with Accounting Software​

Popular integrations:

QuickBooks:

  • Connect Stripe to QuickBooks
  • Automatic invoice import
  • Categorize expenses
  • Track all transactions

Xero:

  • Stripe + Xero integration
  • Automated reconciliation
  • Multi-currency support
  • Bank feed connection

FreshBooks:

  • Import Stripe data
  • Client invoicing
  • Expense tracking
  • Report generation

Wave:

  • Free accounting software
  • Stripe integration available
  • Invoice and receipt management
  • Tax preparation features

Manual Record Keeping​

If not using accounting software:

  1. Download invoices monthly: Keep organized folders
  2. Create spreadsheet: Track all expenses
  3. Reconcile regularly: Match invoices to bank statements
  4. Back up documents: Multiple locations (cloud + local)
  5. Organize by tax year: Easier at tax time

Updating Billing Information​

Change Billing Address​

If your business address changes:

  1. Access Stripe Customer Portal
  2. Click Update Billing Information
  3. Enter new address
  4. Save changes
  5. New address appears on future invoices

Change Business Name​

If your legal business name changes:

  1. Contact BookWish support
  2. Provide documentation of name change
  3. Update in Stripe account settings
  4. Verify on next invoice
Legal Name Changes

Ensure your business name in BookWish and Stripe matches your legal business entity for tax purposes.

Disputed Charges​

If You Believe You Were Charged Incorrectly​

  1. Review the invoice: Verify charge details
  2. Check for upgrades/add-ons: Ensure you didn't add services
  3. Look for proration: Mid-cycle changes cause prorations
  4. Review email notifications: Stripe sends alerts for charges
  5. Contact support: If still unclear, reach out

Contacting Support About Billing​

When contacting support, include:

  • Invoice number or payment ID
  • Charge date and amount
  • Specific issue or question
  • Your store name and contact info

Response time:

  • Usually within 1-2 business days
  • Urgent billing issues prioritized
  • Include "URGENT" in subject if time-sensitive

Refunds and Credits​

Subscription Refunds​

BookWish subscription refund policy:

  • No partial refunds: No refunds for unused time
  • Cancellation: Access continues until period end
  • Exceptions: Contact support for special circumstances

Transaction Fee Disputes​

For Stripe transaction fees:

  • Fees are standard per transaction
  • No refunds for successful transactions
  • Refunds issued for failed transactions
  • Contact Stripe support for fee inquiries

Account Credits​

In some cases, credits may be issued:

  • Service outages or downtime
  • Billing errors
  • Good faith gesture for issues
  • Credits applied to future invoices

Record Retention​

How Long to Keep Records​

Recommended retention:

  • Current year: Immediate access
  • Past 7 years: Stored and accessible (IRS requirement)
  • Longer if needed: Depends on business/legal requirements

Storage Best Practices​

Digital Storage:

  • Cloud backup (Google Drive, Dropbox, etc.)
  • Organized folder structure (by year, then month)
  • Secure with encryption
  • Regular backups

Physical Storage:

  • Print important documents
  • File by year
  • Secure location
  • Consider as backup to digital

Document Security​

Protect sensitive financial documents:

  • Password-protected files
  • Encrypted cloud storage
  • Limited access to staff
  • Regular security audits

Common Questions​

Can I get invoices sent to a different email?​

Yes, update your email in Stripe Customer Portal or contact support to add additional recipients.

What if I lost an old invoice?​

All invoices are permanently stored in your Stripe account. Access anytime through Customer Portal or Dashboard.

Do I need to save transaction receipts?​

Yes, keep records of all transactions for accounting and tax purposes. Export from Stripe regularly.

How do I prove my subscription for tax deduction?​

Download your subscription invoices showing the recurring charges. These serve as proof of business expense.

Can I get a custom invoice format?​

Standard Stripe invoices are provided. For custom formats, contact support to discuss options.

What if my payment method failed but invoice shows paid?​

Check if payment was retried successfully. Contact support if you see discrepancy.

Getting Help​

Stripe Billing Support​

For questions about:

  • Invoice details
  • Payment issues
  • Tax forms
  • Account settings

Contact: Through Stripe Dashboard support or email support@stripe.com

BookWish Support​

For questions about:

  • Subscription features
  • Plan changes
  • Platform fees
  • Integration issues

Contact: support@bookwish.com

Next Steps​

Stay Organized

Download and organize your invoices monthly. Regular bookkeeping prevents year-end stress and ensures you're prepared for tax time or audits.