Supplier orders, invoices, and activation

Supplier orders create and send an invoice for a managed account and an authorized Package. The Supplier workspace is available to organization Owners and managers while the organization has active Supplier access.

Before you create an order

The organization needs:

• A managed account for the client receiving access.
• At least one active Package enabled by a CareMap administrator.

If either prerequisite is missing, the order dialog explains what needs to be added or enabled.

Create and send an invoice

1. Select the eligible organization, then open Supplier > Orders.
2. Choose Order or Add order, depending on the screen size.
3. Select the Managed account and an available Package.
4. Review the client, Package list price, supplier cut, CareMap invoice subtotal, and License term.
5. Choose Create and send invoice.

CareMap recalculates and freezes the terms when you confirm. A successful order either reports that the invoice was created and sent or that invoice creation is retrying on the server.

Pay the invoice and activate access

Find the order in Supplier > Orders and choose Pay invoice. The hosted Stripe invoice opens in a new browser tab. After payment, return to CareMap and reopen the Orders list to check the current status.

Payment alone does not activate the License. CareMap waits for Stripe to report the invoice as paid and then completes fulfillment. The account has access when the order reaches Fulfilled.

Understand order status and actions

• Creating invoice and Awaiting payment mean payment has not completed.
• Payment processing, Paid, and Fulfilling mean the order is progressing.
• Fulfilled means the License was issued successfully.
• Payment failed, Fulfillment failed, or Disputed needs attention.

Choose Void on an unpaid open order that should not be paid. If access is still needed afterward, create a new order. CareMap blocks duplicate open orders for the same account and Package. If that account already has an active License for the Package, use a renewal instead of a new order.

Recover a delayed order

• Clear the Orders search if the expected order is not visible.
• For invoice creation or payment processing, wait briefly and reopen the Orders list.
• Ask a CareMap administrator to use Order recovery > Reconcile for an eligible stuck order. Reconcile checks Stripe and fulfillment again; it cannot mark an unpaid invoice as paid.

When requesting help, share the organization, managed account, Package, visible order status, and approximate time of the last action. Do not share payment-card details or other sensitive billing information.