The short answer
Invoices and credit memos go as PDFs to the recipient email set on your invoice template, and are also available on the Your Invoices page. Only administrators and finance users can see them. Frequency is set per template as per purchase or monthly, and you can run as many templates as you have groups.
Two different things get called "the invoice" on Amazon Business, and confusing them is the source of most of the difficulty. There is the order receipt, which exists for every order on every account. And there is the Business Credit Account invoice, a formal document produced on a schedule you configure — which only exists if Amazon has invited your account onto that facility.
Roles first, documents second
Before anything else, check who can see what. Amazon states that contacts without finance or administrator permissions cannot access invoices, credit memos, reporting or payment functions in the account.
This produces a predictable failure: the bookkeeper is added as a normal user because that is the default, then cannot find any of the documents they were added to handle. It reads like Amazon hiding things. It is a role assignment.
Amazon's own recommendation when setting up a Business Credit Account is to choose an account administrator as the primary contact and a finance user as the secondary — which is a good default for document access generally. Assigning roles is covered on how to add users to Amazon Business.
Invoice templates: the setting that shapes everything
Amazon requires at least one invoice template before the Business Credit Account can be used. Templates are found at Business Settings → Business Credit Account (in the Billing & Shipping section) → Manage in the Invoice Templates section.
Each template carries:
| Setting | What it controls |
|---|---|
| Template name | How you find it later. Name it after the group or site, not "Template 1". |
| Billing address | The address printed on the invoices. |
| Invoice frequency | Per purchase, or monthly. |
| Invoice recipient | The email address that receives PDF invoices and credit memos. |
| Manage groups | Which groups may buy using this template. |
Amazon names the exact scenarios multiple templates exist for: decentralized accounts payable departments, multiple business locations, or different purchase order (PO) numbers. If your organization has two people who both think they own accounts payable, that is a two-template problem, not an argument.
Per purchase or monthly?
A genuine trade-off rather than an obvious answer:
- Per purchase matches an invoice to an order, which suits project accounting, job costing, grant-funded work and anything that gets re-billed to a client. If you need to attach the invoice to the job, take this.
- Monthly collapses a month of orders into one document, which suits a small business where the goal is fewer things to file. It is also the pattern most accountants expect from a supplier account.
Because frequency is set per template and templates are scoped to groups, you can run monthly for the office and per purchase for the projects team. Most organizations never realize that is possible.
Getting the documents out in bulk
For anything more than a handful of invoices, the reporting route is the one Amazon documents: Business Analytics → report type → filter by transaction date → generate → download as CSV.
Amazon names two reports as key for reconciliation:
- Business Credit Account report — charges and refunds at line-item detail, to reconcile against the PDF documents.
- Reconciliation report — order and payment history compared against your records.
The full month-end routine is on QuickBooks and accounting integration.
Making invoices actually matchable
A PDF invoice is only useful if it carries the reference your system uses. Two free settings do this:
- Turn on PO capture and mark it required. Amazon states the PO number displays in Business Analytics reports, which is what lets an exported line match a requisition. See purchase orders and PO numbers.
- Use groups deliberately. A group is a coding dimension for free, and it is also what invoice templates are scoped to. See multi-user accounts and approvals.
Credit memos and returns
Returns generate credit memos, which sit alongside invoices in the same role-gated place. The account terms are worth knowing here: Amazon states that for returns, it does not take title to returned items until they arrive at its fulfillment center, and that at its discretion a refund may be issued without requiring a return.
There is also a clause with a real cost attached. If Amazon sends a replacement for a product originally ordered on an individual payment method and the original is not returned within 30 days of the replacement request, Amazon may charge any eligible payment method on record for that user account for the replacement. Full detail on returns and refunds.
If you do not have a Business Credit Account
Most small accounts do not, because Amazon describes it as an invitation only program assessed at registration. In that case you have order receipts and Business Analytics reporting, which is enough to reconcile properly — you simply do not get the formal invoice document or the payment terms.
What you can do about that is on how to apply for Pay by Invoice, and the terms themselves are on Pay by Invoice and net terms.
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Plans and prices verified against Amazon on August 11, 2026. How we check.
