Configuring Tradebox for Growth

Siobhan Bales

March 21, 2025

September 24, 2025

If you are fortunate enough to experience high volumes of orders, you may wish to look at reducing the number of entries you are creating in your accounts software. Below, we discuss some of the options that you have at your disposal in Tradebox.

If you have configured Tradebox to create individual invoices in your accounts software, you will also have an option on how to create customers. Whichever option you choose, Tradebox will always create the individual invoice with the billing and shipping details of the buyer.

Customer Records: Individual vs Generic

Tradebox can create individual customer records in your accounting software for each buyer. This is useful for tracking repeat customers and their purchase history. The account reference can be based on the buyer’s name or business, if available.

Large numbers of customer records can slow down your accounting software. Tradebox must check for existing accounts by matching email addresses before creating new ones, and the more contacts in your system, the longer this process takes.

To avoid this, Tradebox’s default setting uses a single generic customer record per sales channel. For example, all eBay orders could be assigned to a customer named “EBAY” and all Amazon orders to “AMAZON”. Invoices will still include full buyer details, but this method significantly speeds up processing and reduces data storage.

Invoices: Individual vs Batch

By default, Tradebox generates an invoice for each order. This approach is beneficial if you need real-time stock updates. Tradebox automatically adjusts stock levels in your accounting software based on the order’s products and quantities, then syncs updated stock levels across integrated sales channels, reducing the risk of overselling.

If generating thousands of invoices is slowing down your system, you can switch to batch invoices. This is done by creating a summary entry in Tradebox, grouping all orders from a single sales channel for a specific period (e.g., all eBay sales for January). Summaries must be created separately for each channel.

Once generated, summaries can be posted to your accounting software as either:

• Non-stock invoices – Organised by payment method for easier bank allocation, with sales type (sale, carriage) and tax code splits.
• Stock invoices – Includes a line for each SKU, showing total quantity sold and cumulative revenue per product. While this method does not update stock in real time, it enables product profitability reporting.

By selecting the right settings for customer records, invoices, and fee processing, you can ensure Tradebox scales effectively with your business, keeping your accounting software running smoothly.

Boost efficiency with smarter invoicing and customer management!

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