How to get Staples Business Advantage invoices
Step-by-step guide to downloading your Staples Business Advantage invoices.
Last verified: 2026-10-20
Step-by-step: download invoices from Staples Business Advantage
- 1
Confirm which Staples account you actually buy on
Staples Business Advantage (staplesadvantage.com) is the Staples business account, separate from a staples.com shopping account. Accounts opened through online enrollment pay by credit card only, so their paper trail is the order record and the card charge. Accounts set up with invoiced billing get Staples invoices, statements and credit memos, and those live in the invoicing and payment portal described below.
- 2
Sign in and find the order under Account, then Orders
Sign in at staplesadvantage.com with your account number and user ID. Go to Account and click Orders to search past orders by order number, ship-to, who ordered, date range, total, accounting info or item. You can review up to 2 years of order history, and each order summary shows the accounting information, payment method and billing.
- 3
Open the invoicing and payment portal
Invoiced accounts manage billing in the Staples Business Advantage invoicing and payment portal. Staples documents its pages as Summary Transactions, Detailed Transactions, Pay a Summary Invoice, Pay a Detailed Invoice, View or Download Your Summary Invoices, View or Download Detailed Invoices, View or Download a Statement of Account, View Payment Activity and View Billing Setup. The step-by-step articles sit in the Staples Business Advantage Help Center, which you see once signed in.
- 4
Download the right document type
A summary invoice rolls many detailed invoices into one bill, with the summary number, invoice date, due date, terms and account number, plus the list of invoices underneath. A detailed invoice covers individual orders. Download whichever your account is billed on, plus the Statement of Account for the period and any credit memos, so the statement can be tied to the invoices.
- 5
Pay and keep the remittance reference
Pay through the portal (including portal ACH), by ACH or EFT outside the portal, or by check to the remit address printed on the invoice. Reference the invoice or summary number with every payment so it posts to the right items. Staples AR Services is at 888-753-4103 for invoice and payment questions.
About Staples Business Advantage billing
Staples Business Advantage invoices live in its invoicing and payment portal, where invoiced accounts view or download summary invoices, detailed invoices and statements of account, and pay them. Order-level records are under Account, then Orders, for up to two years. Accounts opened through online enrollment pay by card only, so they get order summaries, not invoices.
This guide is for the Staples business account at staplesadvantage.com, not a staples.com shopping account. The two have different billing, and most of the confusion at month end comes from not knowing which one you are on.
Find out whether your account is billed on summary invoices. A summary invoice covers many orders at once, so a single payment clears dozens of purchases. Book against the summary, but keep the list of detailed invoices under it so one disputed order is easy to trace.
About Staples Business Advantage
Staples Business Advantage is the business-to-business arm of Staples, selling office supplies, breakroom, cleaning, furniture and technology to companies on an account rather than through the retail site. Accounts are free. Those created through online enrollment pay by credit card only, while accounts with invoiced billing receive Staples invoices, statements of account and credit memos, and pay them through the portal, by ACH or EFT, or by check. Invoices carry a remittance section, and Staples asks you to reference the invoice number on every payment.
Manual vs automated
| Manual | Automated with Inbox Ledger |
|---|---|
| Sign in to staplesadvantage.com | Invoices arrive in a connected inbox, or you upload the PDFs |
| Open the invoicing and payment portal | AI extracts invoice numbers, totals and due dates |
| Download the summary or detailed invoices | Each invoice is matched to a transaction on your uploaded bank statement |
| Download the statement of account | Bills are pushed to QuickBooks Online or Xero |
| Match credit memos to the invoices they adjust | |
| Reference invoice numbers on each payment | |
| Reconcile the statement against your books |
Why people stop doing this by hand
Office supplies look small until you count them. Several people order, each with their own user ID, against one invoiced account. Staples bills on summaries, issues credit memos for returns, and sends a statement that should tie to all of it. When it does not, someone has to go back through two years of order history to find the order that was returned but never credited, or the payment that posted to the wrong summary.
Inbox Ledger connects to Gmail, Outlook or IMAP with read-only access, finds invoices and receipts, extracts the data with AI, matches them to bank statement transactions, and pushes bills to QuickBooks Online or Xero. With Staples, each summary or detailed invoice you upload is matched to the bank transaction that paid it, which leaves far less to check against the statement of account.
Next step
A card-only account with a few orders a month needs a folder for order summaries. An invoiced account with many users, summary billing and monthly statements needs a reconciliation routine; our month-end close checklist and the guide to vendor statement reconciliation cover it, and Inbox Ledger can do the matching.
Quick access
Jump straight to the Staples Business Advantage billing page in a new tab.
Open Staples Business Advantage billingWhere to look in the dashboard
- Account → Orders searches up to 2 years of orders by number, ship-to, orderer, date, total, accounting info or item
- The invoicing and payment portal covers summary and detailed transactions, invoice downloads, statements of account, payment activity and billing setup
- Help → Help Center holds the signed-in step-by-step billing articles
- AR Services (888-753-4103) handles invoice and payment questions
Before you start — quick checklist
- You know whether your account is billed on summary or detailed invoices
- The Statement of Account for the period ties to the invoices and credit memos you booked
- Each payment references the invoice or summary number it pays
- Accounting info or cost-center codes on orders match your internal coding
- Tax-exempt status is on file if your organization qualifies
- Credit-card-only orders have their order summary saved as the receipt
Pro tips
- Summary invoices bundle many orders into one bill. Book against the summary, but keep the detailed invoice list so you can trace a single disputed order without calling Staples.
- Order history only goes back 2 years in the account. Download what your records policy needs before it ages out.
- If you pay by check, send it to the remit address on the invoice itself. Staples warns that payments sent to the wrong address post late.
- Use the accounting info field when ordering. It is searchable in Account, then Orders, and it is the fastest way to split office supply spend by department or client.
- Credit memos have their own document layout. Staples publishes how-to-read guides for the detailed invoice, summary invoice, remittance document, credit memo and statement of account, which help when an invoice total looks wrong.
Skip this entirely. Automate Staples Business Advantage invoices
Inbox Ledger scans your email for Staples Business Advantage invoices, extracts the data with AI, and syncs it to QuickBooks, Xero, or Google Sheets. No manual downloads.
Extract your first 10 invoices freeFrequently asked questions
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