Running a month in Tahona Billing.

Ten minutes to a priced month.

Pilot workspaces are set up by us. You get an email with a link to choose your password; after that, sign in at the link above. You land on the close page with a Continue setup banner that opens the four-step setup. Any order works; nothing waits on QuickBooks.

1. Your company Company name, billing email, address, and the invoice prefix (two to eight letters or digits). These print on every invoice. The prefix locks once the first invoice is issued; the rest can change in Settings.
2. First client and rate card Pick the client you bill most. The form starts from the four charges every 3PL has: pallet storage (prorated daily, or a snapshot on the first), receiving per pallet, pick and pack per order with a number of units included, and the additional-unit rate, plus a monthly minimum. The These rates apply from date defaults to the first of last month, so the month you import next prices in full. Move it earlier if you will import older months; a later version cannot start before this one.
3. Create a source Under Activity imports, New source, name the system (ShipStation, Shopify, your WMS) and upload one export. The editor reads its column names and guesses which is the client, the date, the quantity, the units per order, and the reference. Fix anything it guessed wrong once; the mapping is saved for every month after. See the export guides below for the exact choices.
4. Import a month Choose the source, the billing month, and the file. The engine prices storage by the day and applies minimums per month, so import the whole month, not a partial file. A second file from the same source for the same month replaces the first.
5. Price On Monthly close, press Price this month. You get a run total, a draft invoice per client, and the exceptions: every row the engine could not bill and why.
6. Clear exceptions Each exception has a one-click fix. Unknown client: map the name to an existing client (it becomes an alias); for a new client, add it under Clients and rate cards first, then map. No rate: add the missing rate to the card in force, or waive the rows with a reason. Quantity outlier: read it and keep it with a note. The close will not issue with an open exception.
7. Mark reviewed Read each invoice against last month (the vs column) and click into any line to see the activity rows behind it. Then Mark reviewed.
8. Issue Issue N invoices assigns numbers (PREFIX-2026-09-0001), renders a PDF per client with a usage appendix, locks the run, and posts to QuickBooks if connected. Issued runs are immutable; corrections go on next month's run.
9. Send Download the PDF from Invoices, or let QuickBooks send it (see below). The Leakage report shows what you recovered this month and what is still open.

Issue here, invoice there.

Connect once from Settings, QuickBooks Online, Connect QuickBooks Online. Intuit asks you to sign in and pick the company; you land back in Settings connected. The first connect creates one service item, Tahona Billing services, under your first income account; every invoice line references it and carries the charge description.

1. Per client: draft or send On a client's page, Edit details, Invoices to QuickBooks: save as a draft in QuickBooks, or send to the customer from QuickBooks. Sending uses the email on the QuickBooks customer; with no email, the invoice is saved as a draft and the status says so.
2. At issue Each invoice posts under the QuickBooks customer whose display name matches the client's name; a missing customer is created. The invoice number, dates, lines, and total are the same as the PDF, to the cent.
3. Status On the close page after issue: Draft, Sent, Paid, or Failed with Intuit's message. Refresh QuickBooks status reads them again; Retry push to QuickBooks re-posts any invoice that did not land, without creating duplicates.
4. Reconnect If QuickBooks stops accepting the connection (tokens expire after about a hundred days without use), the status reads Reconnect QuickBooks and Settings offers the button. Nothing else stops: invoices still issue as PDFs.

Things people ask in the first week.

Why can't I change a rate that is already on the card?

Rate card versions are never edited in place; you add a version effective from a date. The old version keeps the invoices it already produced, so a dispute six months later can be traced to the rates that applied. One exception: a missing rate can be added to the version in force from the exception itself, because nothing has been issued against it yet.

Why does "No rate card in force" appear for every day of the month?

The client's first version starts after the activity. A version with an earlier effective date cannot be added once a later one exists, so set the first version's date before the month you import. The setup wizard defaults to the first of last month for this reason.

What is "Recovered this month"?

The money billed under rates you added during this close, for charges that had no rate before. It is the part of the 3 to 15 percent that a spreadsheet would have dropped.

Where do the PDFs live?

With the invoice, under Invoices, for as long as the workspace exists. Issued invoices and their PDFs never change.

Can I import the same month twice?

Yes, until it is issued. A second file from the same source replaces the first; a file from a different source adds to it. After issue, imports into that month are refused.

How do I add a charge my clients pay that is not in the list?

Settings, Charge catalog, Add a custom charge code. Then put the code on the client's rate card and in your export (or a code alias on the source).