Sticker Invasion Teams Customer Manual

Sticker Invasion Teams gives a multi-location company one place to control shared artwork, ordering, approvals, billing, and reporting. This manual uses Acme Coffee House as an example Organization with three Locations: Downtown Roastery, Riverside Café, and Airport Kiosk.

Use the manual in the order that fits your role

1. Organization Administrators should set up Groups, members, scoped access, and Billing Accounts first.
2. Designers can publish an already approved Personal design or create a new standard or templated Organization design.
3. Proof Approvers make the exact approved artwork available for ordering.
4. Buyers add an approved design to the correct Team cart and submit checkout.
5. Purchase Approvers complete any required commercial or funding choices.
6. Licensing Managers document exact-version artwork rights and outside approvals when licensing tools are used.
7. Billing Managers and Report Viewers follow the resulting Orders, Invoices, statements, and spending.

The Start by role and Find a task indexes above link directly to the relevant chapter. Use the search box to find a menu label, status, or action. The printable layout contains the same customer instructions as the searchable page.

Sign in and find My Team

Open the account menu after signing in. Your normal Account Info, My Orders, and My Designs links remain at the top. If you have active Team access, My Team or My Teams contains the Organization, purchase, design-review, Billing Account, invoice, and reporting links you are authorized to use.

Create a Team when the option is available

Some verified accounts are invited to create a new Team directly from Account Info. When Create a Team appears:

1. Enter the customer-facing Organization name.
2. Enter the lowercase URL identifier shown in the form. Use letters, numbers, and single hyphens.
3. Choose whether to request help setting up billing.
4. Select Create a Team.

Creation makes you the Organization Owner and creates its initial default Billing Account shell. It does not approve credit, add a payment method, or authorize a charge. If the section is absent, contact Sticker Invasion about Teams access rather than trying to use another member's account.

Choose a workspace

The workspace selector is a navigation convenience. Select Acme Coffee House to work Organization-wide or choose a Location such as Downtown Roastery when your task is location-specific. Selecting a workspace does not grant access; every page and action checks your current role at its exact scope.

If a menu or action in this manual is absent, first confirm that you selected the expected library or workspace. Then ask an Organization Administrator to check your active access.

Use Account menu → My Team → My Organization to open Acme Coffee House. The overview shows your membership, roles, accessible Locations, and only the management links allowed by your role. If a link or action described below is missing, ask an Organization Administrator to review your role and access scope.

Add and maintain Groups

Members with Group-management permission can select Manage Groups from the Organization overview.

1. In Create a Group, enter a name and choose Team, Department, Location, Region, Event, Campaign, Project, or Other.
2. Optionally choose a parent Group to describe the business structure, then create the Group.
3. Repeat for every operating scope that needs its own people, designs, carts, purchasing access, or reporting view. Acme Coffee House uses three Location Groups: Downtown Roastery, Riverside Café, and Airport Kiosk.
4. Use Rename when only the displayed Group name changes. Its assignments and history remain connected to the same Group.
5. Use Suspend to stop new work while retaining records. Use Archive only when the Group will not be used again; archiving is final.

Group type and parent structure are descriptive. Access, status, and Billing Account eligibility do not automatically flow from a parent Group to its children, so assign each member and account to every exact Group they need.

Invite a member

Members with invitation permission can select Manage Members from the Organization overview.

1. Select Invite Member to open Prepare an Invitation, then enter the person's Email Address.
2. Set Access Scope to Organization-Wide when the role should apply throughout Acme Coffee House, or choose Selected Groups and select one or more Locations.
3. Choose a Role. For a Selected Groups invitation, that one role applies in every Location selected in the invitation.
4. Select Save and Send to send the invitation now, or Save Without Sending when another Organization Administrator should review it first.
5. Confirm the invitation in the Invitations table. It shows the email address, access scope, role, status, delivery state, and expiration time. A prepared invitation's acceptance window starts only when Send is selected.

Only roles whose full set of permissions you are allowed to delegate appear in the Role list. Use the smallest role and narrowest scope that lets the person do their work.

Accept an invitation

The invitation link is single-use and belongs to the exact invited email address.

1. Open the newest invitation email and follow its link to Join Acme Coffee House.
2. Review the displayed role, Location access, and invited email address before continuing.
3. If a Sticker Invasion account already exists for that address, sign in as that account. If you are signed in with a different address, sign out before reopening the invitation link.
4. If the account still needs to be completed, enter Your name, create and confirm a password, and accept the terms of service.
5. Select Accept Invitation. The confirmation page reports that the Organization membership is active; select Continue to your account.

An expired, cancelled, previously used, or superseded link cannot be accepted. Ask the inviter for a new invitation when the available link no longer opens the Join page.

Resend or cancel a pending invitation

Open Manage Members and find the address in the Invitations table.

• Select Send for a prepared invitation. Select Resend to issue a fresh invitation link and expiration time without changing the proposed role or scope. The earlier link stops working, so tell the recipient to use only the newest message.
• Select Cancel when the person should no longer join. Cancellation immediately invalidates that invitation link.
• A prepared invitation displays Starts When Sent instead of an expiration time. If an already sent invitation is marked EXPIRED, create a new invitation.

If the page says the invitation was saved but its email could not be sent, use Resend after the delivery problem is resolved.

Edit a member's access

The Current members table shows each active assignment as a role plus its exact Organization, Group, or Billing Account scope. An access manager who also has role-management permission can select Edit Access for another active, non-owner member.

1. Choose Organization-Wide Access and one Organization Role when a single role should apply across the Organization and all Locations.
2. Otherwise choose Selected Groups & Billing Accounts.
3. Select each required Location under Groups, then choose the role to use in that exact Location.
4. Select each required account under Billing Accounts, then choose the role to use for that exact account.
5. Select Save Member Access and verify the updated role-and-scope labels on the Members page.

Organization-wide access cannot be combined with narrower Group or Billing Account assignments. Scoped access must include at least one Group or Billing Account, and every selected scope needs a role. The editor lists only active Locations, non-closed Billing Accounts, and roles you are allowed to delegate. Changes apply immediately while the Organization retains the member's access history.

You cannot use this editor to change your own access or the Organization Owner's access. A suspended member must be reactivated before their retained assignments can be edited.

Suspend or reactivate a member

Use the action beside the person in Current members:

1. Select Suspend to remove that member's Team access immediately. Their past Organization activity and role assignments are retained.
2. Select Reactivate to restore a suspended membership with its retained assignments.
3. If the returning member needs a different job scope, reactivate them first and then use Edit Access.

You cannot suspend yourself or the Organization Owner from this page. Suspend and Reactivate require the corresponding member-management permission; the action is denied when your role does not include it.

Manage Organization email notifications

An Organization Administrator with profile-management access can open the Organization's Settings tab and choose which Team events may send email.

1. Review Designs and Proofs, Purchasing and Orders, and Billing and Payments.
2. Leave action-required triggers enabled when a member must review, approve, correct, or pay something. These are enabled by default.
3. Enable optional informational triggers when the Organization wants updates such as proof approvals, shipments, cancellations, or refunds. These are disabled by default.
4. Select Save Email Settings.

These settings control whether an eligible Organization event may send email. They do not change who can see or perform an action, which eligible members receive it, required account/security messages, or a member's individual email suppression. The personal Account Info page therefore shows Teams Emails as informational text rather than a member-level checkbox.

Choose a starter role

Open Account menu → My Team → Roles when the Roles link is available. Starter Roles are maintained by Sticker Invasion and cannot be edited or archived. Common choices include:

• Buyer: creates and places orders within the assigned scope.
• Designer: creates and maintains Team designs but does not approve them.
• Proof Approver: reviews proofs and selects Approve Proof or Request Changes within the assigned scope.
• Purchase Approver: reviews and decides purchase requests and can choose an eligible funding option reserved for the approver.
• Billing Manager: manages authorized Billing Accounts, payment sources, funding choices, and invoices.
• Licensing Manager: reviews licensing information, classifies exact Design-version rights, and records external artwork approvals within the assigned scope.
• Viewer: reads Team designs, proofs, and their own order history.
• Administrator: provides broad customer Organization administration and operational access.

Proof approval and purchase approval are separate responsibilities. Proof Approver does not by itself allow someone to approve a purchase request. Assign Purchase Approver when a member should decide purchases and use the eligible funding options shown during approval. Create a custom role only when that responsibility needs a narrower funding bundle or additional permissions.

Create and maintain a custom role

Custom roles are reusable across member assignments in the same Organization.

1. On Roles, find Create Custom Role and enter a Role Name and optional description.
2. Under Start From, choose Blank Role to build from scratch, or choose a starter or existing custom role to copy its current capabilities.
3. Select at least one capability. Each capability describes both the action and the scope in which it will apply.
4. Select Create Role. A copied role is independent; later changes to its source do not change the copy.
5. Assign the new role through a member invitation or Edit Access.

To change a role, select Edit Role, update its name, description, or capabilities, and select Save Role. The page shows how many active members are affected. Removing a capability requires the confirmation I understand that removed capabilities immediately affect all current members using this role.

Before selecting Archive Role, reassign every current member using it and cancel or complete every pending invitation that references it. An archived role cannot be used again. As with invitations, a role manager can select only capabilities they already hold and are allowed to delegate.

Open My Designs to work with reusable artwork. The Libraries panel makes ownership and scope explicit:

• Personal contains designs owned by you.
• An Organization library contains designs owned by the company.
• A Location library is an Organization view restricted to that Location's scope.

Changing the selected workspace can choose a convenient starting library, but it does not move a design or change its owner. Always check the selected library before creating, editing, or ordering a design.

What makes a design orderable

The exact current design version must have an approved proof. Until then, the design card can show Waiting for Proof, Proof Available, or Proof Revision Requested. Open a design to see its proof status and, when permitted, the Review Proof link.

An approved standard design has a Quick Order panel. Choose a quantity and an eligible cart destination, then add it to the cart. The approved proof is reused, so a standard Quick Order does not require another proof.

An approved root template instead has Customize & Add to Cart. Complete its controlled fields before it enters a cart.

Control design visibility and ordering

An authorized Design Access Manager can open an Organization-owned design and use its management tabs:

1. Under Rights & Sharing, choose Entire Organization or Selected Groups Only. If selected Groups are used, check every Location that should find and order the design, then select Save Sharing Settings.
2. Under Access & Ordering, choose whether members see prices while ordering.
3. Leave Allowed Quantities set to Standard Product Range, or choose Specific Quantities and enter a comma-separated list such as 50, 100, 250, 500.
4. Select Save Access & Ordering.

Restricted designs remain available to platform administrators and members with Organization-wide Design access; Proof Approvers retain access to the proof review. When prices are hidden, the system still calculates and stores the commercial amounts, but ordinary members and purchase reviewers see a price-hidden message. Quantity restrictions are enforced in Quick Order, template configuration, cart validation, checkout, and reorder rather than acting as suggestions.

Three ways to start an Organization order

1. Publish an approved Personal design into the Organization library.
2. Select New Design while the Organization or Location library is active.
3. Select New Templated Design to create controlled artwork that many locations can reuse.

The next three chapters follow each path through its proof and ordering handoffs.

Maintain an Organization design library

A Designer or another member with Design editing access can keep shared artwork organized without creating a new Design:

1. Open the Organization or Group library and select the Design.
2. On Details, update the Design name, description, folder, or tags, then select Save Changes.
3. Use Edit Folders or Edit Tags in the library panel to create, rename, or remove reusable organization labels.
4. Select Archive Design when the Design should no longer be used for new work. Turn on Include Archived Designs to find it later and select Restore Design when it should return.

Archiving does not remove historical Orders or reports. Editing descriptive details does not replace the exact approved artwork version; start a new Design workflow when the artwork itself must change.

Use this path when you already own an approved Personal design and want the company to order from a managed copy.

1. Confirm the source is ready

Select the Personal library, then open the design. Submit to Organization appears only when you own the Personal design, its exact current proof is approved, and you have permission to submit to at least one Organization or Location.

If the action is missing, check the proof status and your destination access. A design that is still waiting for a proof cannot be published.

2. Submit it for Organization review

Select Submit to Organization, choose Acme Coffee House or an available Location, and optionally leave a concise note explaining intended use. Submit the exact current version.

The Personal design stays in your library. Submission does not transfer it and does not immediately make an Organization design.

3. Approve and publish

An authorized Design Publisher opens Pending Design Reviews. The review card identifies the submitted version, submitter, destination, approved proof, and note. Choose Approve and publish to create the Organization copy, or Reject and explain what should change.

Approval creates a separate Organization-owned design with the approved submitted version. This boundary lets Acme Coffee House manage its shared copy without changing the Personal source.

4. Order the published copy

Open the destination Organization or Location library and select the published design.

Use Quick Order to choose quantity and an eligible Acme Team cart. Continue with the cart and checkout chapter. No new proof is needed while that published standard version remains current and approved.

Use New Design when artwork should belong to the Organization from the start.

1. Start in the intended library

Select the Acme Coffee House Organization library or the intended Location library before clicking New Design. The button appears only when your role can create designs in at least one available library.

Choose the product that matches the finished item. Available choices include die-cut, kiss-cut, embossed, circle, rectangular, bumper, sticker sheet, and roll-label products.

2. Configure and submit artwork

Choose product options, upload the artwork, enter a clear design name, and add any production instructions. Review the terms and select Submit Design For Proofing.

For example, Acme's Designer can create Freshly Roasted at Acme directly in the company library so it never depends on a Personal owner.

3. Wait for and review the proof

The new design returns to My Designs with Waiting for Proof. It cannot be added to an order yet.

When the proof is available, an authorized Proof Approver opens Review Proof. Compare the full proof with the requested size, cut, artwork, and notes. Choose Approve only when it is ready to print, or request changes with specific instructions.

A revision returns to the proof process. Approval applies to that exact version; a later artwork replacement must be reviewed separately.

4. Add the approved design to a Team cart

Open the approved design in My Designs. Quick Order uses the approved proof, so choose the quantity and eligible Team cart without starting another proof.

If more than one cart is eligible, verify the Organization, Location, and Billing Account before choosing Add to Cart.

The Airport Kiosk example uses the same approved-design path with Acme Coffee House Brand Mark. The Airport Kiosk Buyer opens Quick Order, confirms the current price and quantity, and adds it to the Airport Team cart.

A templated design protects the approved layout while letting a Buyer change controlled values such as Location name, a short message, contact information, a code, or an image.

1. Create the root template

Select the intended Organization or Location library, then choose New Templated Design and a product.

Upload the master artwork, name the template, and use Instructions to identify exactly which parts should become editable. For Acme's Hello from Our Location design, Location Name is the controlled field while the logo, colors, and cutline remain locked.

Select Submit Design For Proofing. The root template must receive its field definition and an approved proof before Buyers can configure it.

2. Approve the root template

Review the master proof with special attention to locked artwork, field placement, maximum text lengths, sample values, and image or code requirements. Request changes if any variation could break the approved layout.

After approval, the design opens with Customize & Add to Cart instead of standard Quick Order.

3. Configure one design

In single-value mode, enter each required field, upload any requested image or choose from an approved image list, choose the quantity, and select the eligible Team cart. Review spelling, capitalization, image selection, and contact details before adding the item.

The same root template can be reused without changing its locked artwork. In the Riverside Café workspace, the Riverside Café Buyer enters that Location's name and adds the configured version to the Riverside Team cart.

When this order is placed, Sticker Invasion creates the customized design instance and starts its proof process. Approve that customized proof before production just as you would any other order proof.

4. Configure variable data

If the template supports variable data, download or follow the displayed sample columns and prepare one CSV row per variation. The header row must exactly match the field keys shown on the page. The number of valid rows determines the item quantity.

Before uploading, check every row for missing required values and ensure image, approved-image choice, or code values follow the field instructions. The system rejects a file whose headers, row count, or field values do not match the template.

5. Continue through checkout

The configured item is added to the selected Team cart. The cart keeps the chosen values with that line. Open the item from the cart if you need to correct the values before checkout.

Teams can preserve artwork-rights evidence and outside approval records beside the exact Organization Design version they govern. These tools are available for Organizations that need branded, licensed, collegiate, franchise, entertainment, or other controlled artwork workflows.

Licensing is described publicly in this manual so prospective customers can evaluate the capability. Inside an account, the controls appear only when Sticker Invasion has enabled Licensing for that Organization and the member's role includes the required access.

Review exact-version licensing status

Open an Organization-owned Design in My Designs, then select Rights & Sharing. The Design Rights panel identifies the exact Design version being reviewed. Assertions and approval records never carry to a later artwork version automatically. When outside artwork approval is required, use the Design Rights and External Artwork Approval subtabs to move between the two exact-version records.

A Licensing Manager can review the rights basis, current status, effective and expiration times, linked agreement when applicable, evidence filename and integrity hash, notes, and the member who recorded it. Members with view-only licensing access see the records without the creation or status-change forms.

Classify Design Rights

A Licensing Manager or another member with Classify Design Rights access records what the Organization relies on for the exact version:

1. Choose Customer Owned, Customer Licensed, Sticker Invasion Licensed, Third-Party Authorization, Public Domain, or Review Required as the Rights Basis.
2. Choose a License Agreement when the selected basis requires one. Sticker Invasion maintains the agreement catalog; contact us when an expected agreement is absent.
3. Set the initial status. A completed basis can begin as Valid; Review Required must remain Pending.
4. Enter the effective time and an expiration time when the authorization ends.
5. Attach an evidence document when required and choose its retention policy. Do not upload unrelated confidential or personal material.
6. Add the operational basis or notes and a concise Action Reason, then select Record Design Rights.

Use Update Rights Status to mark an existing assertion Valid, Expired, Revoked, or Rejected when that transition is available. Status changes preserve the original record and require a reason.

Record an external artwork approval

Some licensors use an outside review process. A Licensing Manager with Record External Artwork Approval access can preserve that decision with the Design. When this approval is required, open Rights & Sharing, then select the External Artwork Approval subtab.

To record the decision:

1. Confirm the compiled-artwork SHA-256 hash matches the exact version reviewed outside Sticker Invasion.
2. Choose the provider and current status.
3. Add the License Agreement, Rights Holder, outside submission or approval IDs, relevant dates, and evidence when available.
4. Choose the evidence-retention policy, add notes and an Action Reason, then select Record External Approval.
5. Use Update Approval Status as an outside submission moves through review, approval, rejection, expiration, or cancellation.

An approval for a different hash or Design version does not satisfy the current artwork requirement.

Understand licensing holds and charges

When Licensing is enabled, required rights and outside approvals become part of Design orderability. A missing or nonvalid record can stop checkout or production with a customer-facing rights-review explanation. Correct the evidence on the Design rather than bypassing the hold with a new cart.

Sticker Invasion maintains Rights Holders, License Agreements, royalty rules, royalty reports, remittance, and any administrative hold override. Organization members do not configure those internal records. If a configured royalty is passed through to the customer, it appears as a separate labeled licensing amount in the applicable purchase, Order, or Invoice totals; other royalty treatments remain internal accounting.

Team carts are separated by purchaser, Organization, optional Location, and Billing Account. This prevents one Location's purchasing rules or funds from being mixed with another context.

Review the cart context

Open the cart and locate the Acme Team section. Confirm its Organization, Location, Billing Account, item count, quantities, and subtotal before selecting Checkout.

If an item went to the wrong cart, return to My Designs and select the correct eligible destination. Do not rely on changing the workspace to move an existing cart line.

Complete Team checkout

Checkout walks through shipping address, shipping and production choices, and purchasing details. Depending on the Billing Account policy, you may also choose an approver, enter a purchase-order number, or select an available funding option. In the Acme example, the requester selects shipping and production, the PO number is optional, and the approver selects prepaid funding.

Review the final cart summary and requester note before submitting. A checkout submission freezes the exact cart revision and commercial selections for review. At this stage it does not by itself create an Order, payment, funding reservation, or invoice.

Approve a purchase

An authorized approver opens Pending Purchases and selects a request within their assigned Organization, Location, and Billing Account scope.

On the request detail page, compare the items, totals, delivery details, PO, requester note, and policy requirements.

An approver with design-review access can select an item's artwork thumbnail to open the exact Design details in a read-only dialog. If the Billing Account assigns shipping, production, or funding selection to the approver, complete those choices before making the decision.

After approval and successful prepaid funding, the confirmation states that the request was converted to an Order.

• Approve allows the request to continue through its configured funding workflow.
• Reject ends the request and should include a useful reason.
• A requester can cancel eligible open requests.
• Payment Issue or Funding Needs Attention can require an authorized retry or a corrected funding choice.

Once the request shows Order Created, the resulting Team Order appears in My Orders.

Understand budget-routed approvals

An active Billing Account approval budget can approve a purchase automatically or send it directly to one approver tier. It does not create a corporate review followed by a Group review.

• A purchase that exceeds a corporate monthly or per-purchase ceiling appears only for Organization-level Purchase Approvers.
• When corporate delegates purchases within its ceilings to Group rules, a purchase that exceeds the Location's monthly or per-purchase limit appears only for Purchase Approvers assigned to that Location.
• When corporate delegates but the Location has not configured a budget, the purchase requires Location approval as a safe default.
• A purchase within every active corporate and Location limit is approved automatically and does not appear in either Pending Purchases queue.

Budget approval is separate from funding, shipping, production, proof, and licensing requirements. An automatically approved purchase may still pause for a choice or review assigned to an authorized person.

Cancel, correct, or retry a purchase request

Open the Purchase Request from My Orders and use the action that matches its current state:

• Cancel Purchase Request is available to the requester for eligible open requests while funding is not actively processing. Cancellation releases the request's pending approval and eligible reservations; it does not delete the durable history.
• Review Cart & Resubmit returns an outdated, expired, or otherwise replaceable request to its Team cart. Review the current items, prices, delivery choices, and policy requirements before submitting a new revision.
• Retry Funding & Create Order appears only for an authorized Purchase Approver when approval is complete but order creation needs attention. Correct the Billing Account or funding problem first, then retry from the exact request.

Never submit a second unrelated checkout merely because a request is still processing. Read the customer-facing status and use the available action on that request.

Follow the same controls across Locations

Each Location keeps its own Team cart and checkout context even when all Locations use the same central Billing Account. The Riverside walkthrough starts with a configured Hello from Our Location template.

Enter the shipping contact and reviewer note, choose the available production and shipping options, then enter the optional PO before submission.

The Organization Owner sees the Riverside request with its exact requester and Location, chooses Prepaid, records the decision note, and receives the Order-created confirmation.

The Airport Kiosk walkthrough uses the approved standard brand-mark design. Its cart, checkout, PO, and purchase request remain isolated from Downtown and Riverside.

The Organization Owner reviews the Airport requester and Location, approves Prepaid funding, and receives the same completed conversion result.

Team order, billing, invoice, and report pages are permission- and scope-aware. A member sees only the Organizations, Locations, Billing Accounts, and actions allowed by their current assignments. If a menu item or button is missing, ask an Organization Administrator to review that access rather than using another member's account.

Find and review Team Orders

Open Account menu → My Orders. The page may show your active Purchase Requests above the Order list; completed requests are replaced by the resulting Order.

1. Set Start Date and End Date to the period you need.
2. Choose a Status, or leave it set to Any.
3. Enter an Order number, product, Location, member, shipping, or tracking term in Search, then select Search.
4. Identify a Team Order by the Organization and Location shown beside its Order number. Each card also shows the current status, subtotal, and ordered items.
5. Select View Details to inspect the Order.

Select View Details to open the Order overview without losing the filtered list.

A member with own-order access sees only Orders they placed. Group- or Organization-level order access can reveal additional Orders within the member's exact assigned scope. Losing active membership or access to that scope also removes access to those Team Orders.

Use Order details

The detail window has Overview and Items tabs.

• Overview shows the Order number, email, date, customer-facing status and status explanation, Organization and Location, Billing Account, shipping and billing addresses, shipping method, estimated delivery, permission-aware payment method or Invoice link, totals, refunds, and shipments when available.
• Items shows the artwork and product configuration for each line.
• Select the print icon to open the printable Order page, or Dismiss to close the detail window.

The Organization, Location, Billing Account, and purchasing facts shown on an existing Team Order remain attached to that Order even if the current Organization setup is renamed later.

Review a proof from My Orders

When an item has a proof, its Order card displays Proof. A card that still needs a decision also displays PROOFS NEED APPROVED.

1. Select Proof beside the item.
2. Review the proof image, final dimensions, Designer notes, warnings, and any revision requests.
3. If your role allows proof decisions, select Approve Proof when the artwork is ready, or Request Changes and provide clear revision instructions.
4. Confirm the decision. If more proofs are waiting, use View Next Proof; otherwise select Dismiss.

Members with proof-view access but not proof-decision access can review the page but do not see the decision actions. Approval applies to the exact design version shown, so request changes whenever the artwork itself must be revised.

Track a shipment

Select View Details, stay on Overview, and find Shipments.

• Select the carrier and tracking number to open View Tracking Information in a new tab.
• A warning icon beside a shipment has additional exception information; point to or focus the icon to read it.
• Local-pickup Orders show Ready for Pickup or Picked up by Customer instead of a carrier link.

The Shipments section appears only after shipment or pickup information is available.

Reorder a Team item

The Reorder button appears on eligible item cards after the source Order reaches Production, Shipped, or Delivered and only when your role and current purchasing scope still allow the reorder.

1. Select Reorder beside the item.
2. On Reorder Your Stickers, review the retained artwork, material, size, and other product choices.
3. Choose the new quantity and review the current price. A reorder is repriced today; it does not copy the old total.
4. Accept the terms and select Add to Cart.
5. Continue through the Team cart and approval flow. The item returns to the original Organization, Location, and Billing Account context.

Reorders use the already approved artwork and skip a new proof. Start a new design/order when artwork changes are required. Reorder may be unavailable if the Order is too early in its lifecycle, the design is no longer active and approved, the original Location or Billing Account can no longer purchase, the product no longer matches, or a current price is unavailable.

Create an additional Billing Account

Every new Organization receives an initial default Billing Account shell. An Organization Administrator or Billing Manager with Organization-level account-management access can create additional accounts when different Groups need separate purchasing or funding policies.

1. Open Account menu → My Team → Billing Accounts.
2. Under Create a Billing Account, enter the Billing Account Name.
3. Choose whether the Purchasing Member, Funding Approver, Billing Manager, or the account default selects funding.
4. Select Create Billing Account.
5. Open the new account and configure its allowed funding methods, approval policy, purchase-order policy, Group eligibility, and default status before members use it.

Creating the account does not add funds, approve Invoice Terms, save a payment method, or make it the Organization default.

Open a Billing Account

Open Account menu → My Team → Billing Accounts and select View Billing Account for the authorized account.

The account header shows its Organization, name, status, currency, and Default badge when applicable. Tabs can include Overview, Payment Methods, Prepaid, and Invoice Terms; they appear only when the corresponding feature and your role allow them.

Acme Coffee House Central Billing is configured for Prepaid Balance only, requires purchase approval, and is eligible for all three Locations. Invoice Terms are available for interested customers to request, but Acme's example account does not represent approved credit.

Update Billing Account settings

Members allowed to manage the account can use Billing Account Settings on the Overview tab.

1. Confirm the Billing Account Name.
2. Set Who Selects Funding? to Purchasing Member, Funding Approver, Billing Manager, or Use Account Default Automatically.
3. Choose the Default Funding Method and the allowed funding methods.
4. Set Who Selects the Shipping Method? and Who Selects the Production Speed?.
5. Set Purchase Order Number to Do Not Ask, Optional, or Required.
6. Turn Require Purchase Approval on or off.
7. Select Save Billing Account Settings.

These policies apply immediately to new checkouts and to open purchase requests that do not yet have funding selected. A member who can manage payment methods but not account settings sees the account policy read-only.

Under Account Status and Default, use Update Status to switch between Active and Paused, or to close an account. Closing is final and does not change historical Orders. Only an Active account can become the Organization default through Make Organization Default. Credit Hold and Collections are controlled by Sticker Invasion Finance.

Under Group Eligibility, use Eligible to allow a Location to use the account, Group Default to make it that Location's default account, and select the funding methods that Location may use. Select Save Group Eligibility for each changed Location. Account-level permission alone does not bypass a Location's eligibility or funding restrictions.

Configure corporate and Group approval budgets

Open the Billing Account and select Approval Budget. The controls shown depend on the exact scope of your role.

An Organization Administrator with corporate approval-policy access configures the Billing Account ceiling:

1. Turn on Enable Conditional Automatic Approval.
2. Enter an optional Monthly Budget. Committed Orders plus pending reservations must remain within this amount.
3. Enter an optional Per-Purchase Automatic Approval amount.
4. Under When a Purchase Is Within Corporate Limits, choose Approve Automatically or Apply Group Rules.
5. Select Save Approval Budget.

Choose Apply Group Rules when corporate wants each Location, department, or other Group to manage ordinary purchases inside the corporate ceiling. A corporate ceiling exception goes only to Organization-level Purchase Approvers.

A Group-scoped Billing Manager opens the same Billing Account but sees the corporate policy read-only and can edit only the approval-budget panel for their assigned Group. They cannot change corporate limits or another Group's limits.

1. Turn on the Group panel's Enable Conditional Automatic Approval setting.
2. Set the Group's own optional Monthly Budget and Per-Purchase Automatic Approval amount.
3. Select Save Approval Budget in that Group panel.

When a purchase is within both tiers, it is approved automatically. When it passes corporate but exceeds either Group limit, it goes only to that Group's Purchase Approvers. If corporate delegates and no Group policy exists, Group approval is required. Group settings do nothing unless the active corporate policy delegates within-limit purchases to Group rules.

The Committed This Month, Pending Reservations, and Remaining amounts help explain how the monthly decision is calculated. Pausing or changing a policy affects later checkout evaluations; it does not rewrite an existing Order or change the approver target already frozen on a submitted request.

Manage saved payment methods (when enabled)

This section is optional. It applies only when Organization payment methods are enabled and your role includes payment-method management. In the Acme Coffee House walkthrough, saved methods remain disabled for purchasing because the account uses Prepaid only.

To add a method:

1. Open the Payment Methods tab and find Add a Payment Method.
2. Choose Card or Bank Account, enter an optional Label, and optionally select Make this the default payment method.
3. Select Continue to Secure Payment Form, complete the provider form, and select Save Payment Method.
4. If a bank account shows Verification Pending, open Verify This Bank Account. Choose Statement Code and enter the six-character code beginning with SM, or choose Two Deposit Amounts and enter both amounts in cents. Select Verify Bank Account.

Under Saved Payment Methods, an authorized manager can Save Label, Make Default, or Remove a method. A method being used by a pending purchase cannot be removed. Sticker Invasion shows only provider-supplied display information such as type, label, last four digits, expiration, and verification state; never put full account numbers or security codes in labels or notes.

Adding the first verified method may enable saved-method purchasing when the same member can also manage Billing Account settings. Review Allowed Funding Methods afterward if the account is intended to remain Prepaid only.

Review and add Prepaid funds (when enabled)

Open the Prepaid tab. Posted Balance is settled funding, including earned prepaid bonuses; Active Reservations is money held for purchases that have not completed; and Available Balance is what can fund new purchases.

Acme Coffee House begins with an available Prepaid balance, so no funding action is needed for its example Orders. For an Organization that allows customer-funded deposits, Add Funds appears only when the Billing Account allows both Prepaid and saved payment methods and you have an active verified method plus the required funding permissions.

1. Under Add Funds, enter the Amount (USD).
2. Select the eligible Payment Method. The page states the qualifying minimum and any base or extra ACH bonus.
3. Review the live preview showing what you pay, the exact bonus, and the total prepaid credit you will receive.
4. Select Add Funds and complete any provider confirmation shown.
5. Review Prepaid Activity. It records the paid amount and total credited amount separately. Card funding can require confirmation; bank funding may stay Processing until settlement.
6. When available for your own processing transaction, select Check Status to refresh it. The balance updates after successful confirmation.

The bonus rate, qualifying minimum, and calculated bonus are frozen when funding starts. Promotional prepaid credit is part of the Billing Account balance; it is not a cash payment or a change to the provider receipt.

Request and accept Invoice Terms

When Invoice Terms are available and your role includes terms-request access, open the Billing Account's Invoice Terms tab.

1. Review whether Invoice Terms are currently enabled and how available credit is calculated from the credit limit, open receivables, active reservations, and uninvoiced exposure.
2. Under Request Invoice Terms, enter expected spend and its period, the largest expected Order, requested net days and credit limit, the Billing Contact, and any useful context for Sticker Invasion Finance.
3. Select Submit Terms Request. A replacement request preserves the earlier request in Request History instead of rewriting it.
4. Return to Request History to review the current status and any Finance Response.

Sticker Invasion Finance approves and configures Invoice Terms. When an approved policy requires acceptance, an authorized Billing Manager or Organization representative must review the customer-facing terms, due date, grace period, late-payment calculation, and any production deposit, then select Accept Invoice Terms. Invoice Terms cannot fund a purchase until every required policy acceptance is current.

View, download, email, and pay invoices (when enabled)

Invoice Terms are optional and are not used to fund the Prepaid-only Acme Coffee House Orders. When your Organization uses Invoice Terms and your role allows invoice access, open Account menu → My Team → Invoices.

1. In Your Invoices, review the Invoice number, Bill To name, Issued and Due dates, Status, and Balance.
2. Select the Invoice number to open its detail page. The document shows Bill To and Ship To information, issue and due dates, terms, purchase order number when present, line items, totals, payments, credits, and balance due.
3. Select Download PDF for the printable invoice document.
4. Select Send Invoice Email, Send Invoice Reminder, or Resend Invoice Email when that action is shown.
5. If Pay Invoice appears, choose an eligible Payment Method, confirm the Payment Amount, and select Pay Invoice. Complete any secure provider confirmation. A bank or other asynchronous payment can remain Processing until confirmed.

The payment section appears only for an unpaid balance when your role can both view and pay that exact Invoice. The invoice may also show Credits and Payments. If no eligible method is available and you can manage methods, use Add Payment Method to return to the related Billing Account.

Some Invoice Terms policies require a production deposit. The Billing Account's Invoice Terms tab states whether the deposit is a percentage of the full invoice or a fixed amount. The Invoice and PDF show Production Deposit Required and the remaining deposit until enough payment is applied; production does not begin before that requirement is satisfied. After the deposit is received, the Invoice shows Production Deposit Received while the remaining balance keeps its normal due date.

View a Billing Account statement

From an authorized Billing Account, select View Statement.

1. Review the statement's as-of date, aging buckets, and Open Balance.
2. In Invoice Activity, review each Invoice's issue date, due date, status, aging, total, paid or credited amount, and remaining balance.
3. Select an Invoice number to open its detail page.
4. Select Export CSV to download the same authorized statement rows.

The statement contains issued Invoices for that Billing Account that your current scope allows you to view. It is an as-of view, not a selectable date-range report.

Run Organization reports

Open Account menu → My Team → My Organization, select the Organization, and open its Reports tab. Report access follows your current Organization, Location, and Billing Account assignments.

1. Choose a Report. General report access includes Order Detail, Spending by Group, Spending by Member, Spending by Billing Account, Design Usage, and Spend & Usage Trends. Additional scoped permissions can reveal Accounting Allocation, Invoice Reconciliation & Aging, Purchase Requests & Approvals, Fulfillment & Delivery, or Organization Access & Audit.
2. Set Start Date and End Date. The date range cannot exceed five years.
3. Optionally choose the report-specific Status, Group, Billing Account, Member, and Rows Per Page. Each list contains only values available within your authorized report scope.
4. Select Run Report. Use Reset to return to the default report and date range.
5. Review the summary cards for Orders, Line Items, Quantity, and Total Spend, then inspect the Results table.
6. Use the bounded page navigation below the Results table when more rows match. Select an Order number or Design name when it appears as a link to open its authorized detail dialog without leaving the report.
7. If your role includes export permission, select Export CSV. The download includes the full filtered dataset, not only the current page, while preserving the selected report type, date, status, Group, Billing Account, Member, and access-scope restrictions.

Viewing and exporting are separate permissions. A member may see reports without seeing Export CSV. Historical Organization, Location, Billing Account, member, design, product, funding, and total values remain attached to the original Team Order, so a later rename does not rewrite prior reporting facts.

A menu or button is missing

Check that your membership is active and that you are in the expected Organization, Location, or design library. Actions are capability-based: having access to view a page does not necessarily allow creation, editing, proof decisions, purchase decisions, billing changes, or exports.

A design cannot be ordered

Open it in My Designs and check the current proof status. Waiting for Proof, Proof Available, and Proof Revision Requested are not orderable states. A standard design becomes available to Quick Order only after the exact current version is approved.

For a template, both an approved root proof and a complete field definition are required before Customize & Add to Cart appears.

If only certain quantities are available, an Organization design manager has restricted that design's ordering policy. If prices are absent, the same policy is hiding them from ordinary Team members; the purchase still retains its commercial amounts.

When Licensing is enabled, open Rights & Sharing and review the exact-version Design Rights and External Artwork Approval records. A missing, pending, expired, rejected, or revoked requirement can keep the Design from ordering even after its proof is approved.

No Team cart is available

The selected design library may not have an eligible active Billing Account for your Location, or your role may not allow cart creation and ordering there. Ask an Organization Administrator or Billing Manager to verify Location eligibility and your scoped purchasing access.

Checkout asks for different information than the example

Billing Accounts can assign shipping, production, funding, PO, and approval choices differently. Follow the fields shown for your account. If a request goes to an approver, your initial submission freezes the request but does not yet create an Order.

A purchase remains pending

Open its detail page from My Orders. Pending Approval needs a purchase decision; Approved: Funding Needed needs the assigned funding selector; Payment Issue or Funding Needs Attention can offer an authorized retry after the problem is corrected. Not Approved, Cancelled, and Expired requests do not become Orders.

An expected Team email did not arrive

Ask an Organization Administrator to review the Organization's Settings → Email Triggers. The event may be informational and disabled, the recipient may not be eligible at that scope, or the member's email may be suppressed. Changing an email trigger does not change the underlying proof, purchase, billing, or Order status.

Invoice production is waiting for a deposit

Open the Invoice and review Production Deposit Required and Deposit Remaining. Pay enough of the Invoice through an allowed method; production is released only after the required amount is successfully received and applied.

Invoice Terms are unavailable

Open the Billing Account's Invoice Terms tab. The Organization feature must be available, Sticker Invasion Finance must approve and configure the account, the Group must be eligible to use Invoice Terms, and any required customer-facing policy acceptance must be current. A submitted request is not itself a credit approval.

An order or report is absent

Order and report visibility follows your current exact scope. Confirm the Organization, Location, Billing Account, date range, and status filters. A workspace selection alone cannot expand access.

If the issue remains, use the Sticker Invasion contact form and include the customer-visible Organization name, request or order number, and the action you were trying to complete. Do not send passwords or full payment details.