Account & invoices

The Account page holds your profile and password. The Invoices tab — visible only when the shop has enabled pass-through invoicing — lets you drop a vendor invoice and receive it back re-invoiced at cost plus the agreed surcharge.

Your account

Screen: The Account page. A first panel titled Account shows a read-only grid: Company, Account #, Email, Member since. Below it, Your profile with editable Name, Phone, and Job title / department fields and a Save profile button, then a Change password panel.

The company block is read-only — your company name, account number with the shop, your sign-in email, and when your access started. If the company details are wrong, tell your shop contact; only they can change them.

To update your profile: edit Name, Phone, or Job title / department and click Save profile. A “Profile saved.” confirmation appears.

Changing your password

1. In the Change password panel, enter your Current password.
2. Enter the New password (at least 8 characters) and confirm it.
3. Click Update password.

As the panel says: “You’ll stay signed in on this device.” Every other device or browser where you were signed in is signed out immediately — useful if you suspect the old password leaked. If you can’t remember the current password, sign out and use Forgot your password? on the sign-in page instead (Getting access).

Pass-through invoices (the Invoices tab)

This surface exists for the pass-through arrangement: you buy something from a vendor, the shop re-invoices it to you at the vendor’s cost plus an agreed surcharge percentage. Instead of emailing the vendor invoice, you upload it here — as the page says, “Upload a vendor invoice and we’ll re-invoice it to you at cost plus the agreed surcharge.”

Uploading a vendor invoice — five steps

1. Drop the file. Drag the vendor invoice onto “Drag a vendor invoice here” or click Choose a file — a PDF or a photo, up to 25 MB.
2. APEX reads it. “Reading your invoice — this takes a few seconds while we extract the amounts and references.” The amounts and shipping references are pulled from the document automatically.
3. Review the details. The extracted fields are shown for you to check and correct: Vendor cost, Currency (USD, EUR, GBP, or VES), and the aviation references — PO number, RAN number, AWB number, PSN, and Flight number. If some fields were hard to read, an amber banner asks you to double-check the amounts. The vendor cost is required.
4. Generate. Click Generate invoice — “Creating the invoice and posting it to your account.”
5. Done. “Invoice ready — your pass-through invoice <number> has been generated.” Click View invoice to open it.

Screen: The Invoices tab, step 1. A panel titled Pass-through invoices with the upload dropzone (“Drag a vendor invoice here — PDF or photo of the invoice, we’ll read it for you”) and, below, the list of previous pass-throughs, each with the vendor invoice name, a status pill, the resale amount, and a “Created <date>” line.

The invoice detail

Opening a pass-through shows a read-only summary: Vendor, Customer, Vendor cost, Surcharge, Resale amount, Margin, Currency, Created, and Invoice #, plus the aviation references and a Processing log documenting each step. The surcharge percentage is the per-vendor rate the shop configured — it is applied automatically, not chosen at upload.