Understanding Your Monthly Vivino Invoice & Reports

Managing your finances with Vivino shouldn't feel like decoding a puzzle. This guide explains what you see on your monthly invoice, how it connects to your sales and orders, and how to use your Monthly Order Report to verify everything.

When and How Invoices Are Generated

Each month, Vivino issues invoices for orders that were shipped or refunded in the previous calendar month (not when the order was created).

• Stripe Orders: Automatically invoiced at the moment of shipment via an "Application Fee". These appear as paid in your invoice summary.

• PayPal/Other Orders: Manually invoiced at the end of the month. You may see a charge or a credit, depending on the balance.

What's on Your Invoice

Your invoice may include:

• Vivino's Marketing Commission (a percentage of adjusted sales)

• Refund Adjustments (for canceled or returned orders)

• Coupon & Discount Reimbursements

• Shipping Reimbursements

• Credit Memos (for customer service resolutions or fraud)

Match It with the Monthly Order Report

To see the details behind each amount:

1. Go to your Merchant Dashboard > Account tab

2. Download the Monthly Order Report (Excel)

3. This report includes all shipped or refunded orders, their commissions, refunds, reimbursements, and links to Stripe order charges

Use this report to:

• Match order numbers with invoice lines

• See what was charged, refunded, or credited

• Confirm which orders had discounts, shipping coverage, or appeasements

Need help reading it? Check our Invoice Glossary at the end of this page.

Common Questions

Why does my invoice include orders I don't recognize?

These are usually refunds or adjustments processed after shipment. The Order Report helps you trace them.

Why do Stripe orders show as "paid" on the invoice?

Because the fees were already deducted from the payout when the order was shipped.

Why don’t I see Customer Service appeasements on the Monthly Report?

Those are listed separately on a Credit Memo, sent by email.

✨ Pro Tip

Include your accounting team in monthly downloads of the Order Report. It can help you reconcile payouts and understand trends.

Vivino Invoice & Order Report Glossary

A reference guide to help you interpret terms and calculations in your Monthly Invoice and Order Report.

Order-Level Fields

• Order #: Unique identifier for each order on Vivino.

• Created Date / Shipped Date: When the order was placed / marked as shipped.

• Order Status: Either "Shipped" or "Refunded" – only these are included in the monthly invoice.

• Client Name: The Vivino platform used by the customer.

• Country / Currency: Where the order was billed from and the currency used.

Sales & Commission

• Product GMV: Number of bottles x Bottle Unit Price (excluding VAT).

• Refund Amount (in period): Refunds processed in the current month (can apply to past orders).

• Refund Amount (prior to period): Refunds from previous billing periods.

• Commissionable GMV: Product GMV – Refund Amount (in period).

• Commission %: Your contractually agreed commission rate.

• Vivino Revenue: Commissionable GMV x Commission %.

Invoice Charges & Credits

• Total Invoice (excl. VAT): All charges this period, excluding VAT.

• Total Invoice (incl. VAT): All charges this period, including VAT.

• Total VAT: Value Added Tax applied to Vivino charges.

• Billable VAT %: Percentage applied to the invoice depending on your country (e.g., DK or UK).

Shipping & Reimbursements

• Order Shipping Total: What the customer paid for shipping.

• Compensation Shipping Total: The fixed or variable shipping cost you’re reimbursed.

• Merchant Shipping Reimb Total: Compensation Shipping Total – Order Shipping Total (Vivino covers this).

Discounts & Coupons

• Order Coupon Redemptions: Amount of customer coupons redeemed, reimbursed to you.

• Order Discounts: Discounts applied by Customer Service, reimbursed to you.

• Credit Memos: Sent separately by email. Reflects other merchant reimbursements (e.g., fraud, appeasements).

Payment Processing (Stripe Orders Only)

• Application Fee: Includes Vivino’s commission, Stripe fees, and any coupons/discounts. Automatically deducted when order ships.

• Stripe Processing Fee: Standard Stripe fee (~3.4% + fixed amount).

• Stripe Charge Link: Direct link to Stripe dashboard for that order’s transaction.

Report Tips

• Use filters in Excel to isolate "Refunded" or "Shipped" orders.

• Match Order # across the report and invoice to trace specific fees.

• Credit Memos are not included in the Excel report – check your email for monthly copies.