Invoicing and Payments in BulkSource

BulkSource provides a fully integrated invoicing and payment experience purpose-built for the construction materials industry. This article covers how invoicing works, what payment channels are supported, and what to know about using third-party processors.

Invoicing

BulkSource handles complete, accurate invoicing natively through an easy-to-use invoice creation wizard. Unlike general-purpose ERPs, the invoicing module is designed from the ground up for the nuances of the construction materials industry.

What the Invoicing Module Covers

The invoice creation wizard supports a wide range of billing scenarios, including:

• Scale tickets
• Additional items and adjustments
• Surcharges
• Price index adjustments
• Tax handling, including tax-exempt customers and projects
• Automated late fees
• Scheduled price changes
• Credit memos
• Batch printing
• Email delivery

Because invoicing is native to BulkSource, every invoice is directly linked to the underlying ticket, order, and customer record. This ensures a clean paper trail and eliminates the need for manual cross-referencing.

Embedded Payment Processing

BulkSource offers fully embedded payment processing, meaning you can collect payments across every channel from a single system. All payments are automatically reconciled to the corresponding invoice, so your team never has to manually match bank deposits to open invoices.

Supported Payment Channels

• Customer Portal
  • Customers can pay by credit card or ACH directly from their portal login.
• Pay from Invoice Email
  • When BulkSource generates and emails an invoice, customers receive a secure payment link. They can pay from any device without logging into the portal.
• Back Office (Card-Not-Present and ACH)
  • Your team can process card or ACH payments on behalf of a customer, for example when card information is provided over the phone.
• Manual Payment Reconciliation
  • Back-office staff can log check and cash payments to close out invoices, keeping your AR up to date regardless of payment method.
• Scale House / Card-Present
  • Site operators can collect card-present transactions directly at the plant.
• Pre-Authorization
  • BulkSource supports pre-authorization for situations where you need to verify funds before loading a customer with material, for example for cash accounts.

Surcharging and Fee Handling

BulkSource handles all surcharge logic automatically. When a customer pays with a surchargeable method (credit card or ACH), BulkSource adds the processing fee as a clearly labeled separate line item during checkout. This is a regulatory requirement in most jurisdictions.

Key points about how fees work:

• You receive the net invoice amount. BulkSource handles all surcharge disbursements. For example, if a customer pays a $1,000 invoice by credit card with a 3% fee, you receive $1,000 and are not responsible for managing the $30 separately.
• BulkSource performs a real-time BIN lookup on every card to determine whether it is a debit or credit card. Surcharges are only applied to credit cards. Debit cards cannot be surcharged under most applicable regulations, and BulkSource enforces this automatically.
• State-level surcharge caps are enforced automatically. The maximum surcharge allowed varies by jurisdiction (for example, 3% in Texas, 2% in Colorado), and BulkSource applies the correct limit without manual configuration.

Why this matters

Using BulkSource's embedded payments means you are never responsible for calculating, collecting, or remitting surcharges. The fee appears on the payment receipt with a clear breakdown of the invoice amount versus the processing fee.

A Note on Third-Party Payment Processors

Important: BulkSource does not integrate with outside payment processors.

If you elect to use a third-party processor instead of BulkSource's embedded payments, you will lose access to all of the embedded capabilities described above, including portal payments, pay-from-email, back-office card and ACH entry, and card-present collection at the scale house. You will also be required to manually reconcile all payments against open invoices in BulkSource.

Third-party processors also introduce compliance risks. BulkSource's embedded processing is designed to automatically handle surcharge caps, debit card restrictions, and jurisdiction-specific rules. An outside processor may not offer the same level of compliant surcharging, which could create regulatory exposure for your business.

If you have questions about payment setup or are ready to move forward, contact your BulkSource implementation team to begin the processing account setup process.