Audit logs & monthly statements

Where: OnAccount admin + the Delegate console Who: You (store-wide audit) + company admins Statements require: the Payments plan (no Shopify Plus needed) Part of: Delegate — B2B self-service

Audit logs

Every governance and approval action is recorded.

• Company admins see a company-scoped log in the console, and each request carries its own timeline (submitted, approved, rejected, comments).
• You see a store-wide log across all companies in the Delegate admin — useful for supporting a buyer or investigating a disputed order.

The store-wide Delegate audit log in the OnAccount admin.

Monthly statements

On the Payments plan (part of the Payments module). Statements work on any Shopify plan — no Shopify Plus needed (only collecting payments needs Plus). Once a month, OnAccount emails each address on a company's recipient list a statement of that company's open orders — a reminder of what they owe, with a link straight to the Payments tab to settle it.

What the email contains

• Every open order (any order with an outstanding balance) at generation time — order number, PO number, placed date, order total, outstanding amount, payment due date, and an overdue indicator.
• Orders grouped into one section per company location per currency, each labelled with its location name and showing its own subtotal in that currency. Nothing is converted or summed across currencies or locations — the per-currency totals are the totals, because payments are made per currency. (So a merchant base-currency change never changes what a recipient sees.)
• The generation date — the statement is a point-in-time snapshot; a payment that lands afterward shows up next cycle.
• A link to the console Payments tab and, at the bottom, an unsubscribe link (more below).
• A company with zero open orders gets no email that month.

Every open order is listed — there's no row cap, because it's an accounts-payable document. A statement with very many orders may be clipped by some mail clients; the totals appear first and the "view in your account" link is the full list.

Turning statements on: the recipient list

Statements are company-wide configuration, not a per-person setting. A company gets statements only when it's in scope, has the Payments module on, and its recipient list has at least one address. An empty list means no statements — adding the first address turns them on; removing the last turns them off.

Manage the list from either side, symmetrically:

• You (the merchant) — on the company's page in the OnAccount admin. This works even when the company has no admin, so a payments-only company still gets statements you configure.
• The company admin — on the console's Statements tab (this tab is admin-only; Finance contacts and ordinary staff can't see or edit the list).

Addresses need not be company contacts — a shared accounts-payable@… inbox is a first-class recipient. The list holds up to 20 addresses, is de-duplicated, and validates format on entry. Every change is audit-logged with the actor and address.

The company's admins and statement recipient list, managed from the OnAccount admin.

The Statements tab in the Delegate console (company admin).

Sending, unsubscribing, and delivery

• When: the 1st of each month, 06:00 UTC, for all companies. There's no per-company day or timezone in this version; the configuration screen states the send day.
• Individually addressed: each recipient gets their own email and never sees the other addresses. A person on the list once — even if they're also an admin or finance contact — gets at most one email per company per cycle.
• Unsubscribe: every email carries a link that lets the recipient stop statements to their own address without any console access. It takes effect by the next cycle and shows up for the admin and merchant in the list and audit log — so a mistyped or wrong address can opt itself out.
• Delivery is at-most-once, and misses are visible. OnAccount won't ever send a duplicate statement; the trade-off is that a failed send for one address is a visible miss rather than a retry. One address failing never blocks the company's other recipients, and the company's page shows the last cycle's send result.

Updated on: 01/09/2026