Checking GSX purchase invoices against your repairs
See what Apple should charge for each GSX repair, whether Apple has billed it at the right price, and what each order earned.
Written by Annukka Matilainen
Updated at November 5th, 2026
Table of Contents
Overview
GSX Purchase Invoices shows what Apple should charge you for each GSX repair, and whether Apple has billed it. Every billable GSX part appears as soon as the repair has it, at the price GSX quoted. When Apple's invoices arrive, Fixably matches them to those parts, flags anything missing or billed at the wrong price, and shows what each order earned.
Checking a month of GSX charges takes four steps:
- Read the totals at the top of the page.
- Find the orders that need attention.
- Open an order to see each part and invoice.
- Escalate anything wrong to Apple.
Before you begin
You need the following before the page shows your charges:
- The GSX integration set up for your locations, so your GSX repairs and their parts sync into Fixably.
- Your GSX purchase invoices in Fixably. On Invoicing > GSX Purchase Invoices, open the Apple menu and click Fetch invoices from GSX. This can take several minutes.
- The permission "Manage Apple invoices" (under Invoices) on your user role, to open the page.
- The permission "Create GSX escalation" (under GSX escalations), if you want to raise escalations from the page.
Read the totals at the top
The tiles at the top of Invoicing > GSX Purchase Invoices add up every order in the list, not only the page you see.
| Tile | What it shows |
|---|---|
| Invoices Expected | The billable GSX parts Apple should invoice. The note under it shows how many orders they are on. |
| Invoices Received | The expected parts Apple has invoiced, at the quoted price or not. The note shows how many are still not received. |
| Expected Costs | The total GSX price of the expected parts. |
| Invoiced Costs | The total of every GSX invoice in the list, before tax. Credit memos lower it and debit memos raise it. The note shows how many invoices there are. |
| Total Revenue | What you charge on the orders, before tax. |
| Profit / Loss | Total Revenue minus your cost. The note shows the margin. A loss shows in red. |
| Debit Memos | The total of Apple's debit memos, and how many there are. |
| Credit Memos | The total of Apple's credit memos, and how many there are. |
The tiles use their own date range, on the order's created date. It opens on the current month. To change it, use the date field above the tiles. Clear takes it back to the current month.
The tiles follow the list's Location, Status, Invoice type and search filters, but not the list's date ranges.
Find the orders that need attention
The list shows one row per order. Each order row has a status icon in the Status column on the right.
| Icon | Meaning |
|---|---|
| Red ! | Needs attention: a part was billed at a different price, Apple billed a part the order does not expect, or there is a debit memo or a plain invoice to check. |
| Hourglass | Not received: Apple has not invoiced any of the order's parts yet. |
| Half-full hourglass | Partly received: some parts are invoiced, the rest are still waiting. |
| Green check | All received: every part is invoiced at the expected price. |
To see only the orders to look at, set the Status filter to Needs attention.
These filters narrow the list:
| Filter | What it does |
|---|---|
| Invoice date | Shows orders with an invoice dated in the range. Parts still waiting for an invoice stay in the list. |
| Order created date | Shows orders created in the range. It opens on the current month. Clear shows orders from every month. |
| Location | All locations, or one location and its GSX ship-to. |
| Status | All statuses, Needs attention, Partly received, Not received or All received. |
| Invoice type | All invoice types, Repair invoices, Credit memos, Debit memos, Invoices or Credits for returns. The order still shows all of its lines. |
| Search | Finds text in any column: order, GSX repair, purchase order, location, ship-to, serial number, configuration, invoice number, type, part or date. |
Click a column heading to sort by it, and click it again to sort the other way. For example, sort Profit / Loss to find your least profitable repairs.
An Apple invoice that Fixably cannot link to an order has its own row, with a red Order not found label in the Order column. These rows show whatever order date range you pick, and the Needs attention filter includes them.
Open an order to see each part and invoice
Click an order row to open its lines. Click it again to close them.
The order row shows these columns:
| Column | What it shows |
|---|---|
| Order and Created Date | The Fixably order and when it was created. |
| GSX Repair and Purchase order | The GSX repair number and its purchase order. |
| Location and Ship-to | The location and its GSX ship-to account. |
| Serial number and Configuration | The device. |
| Expected Cost | The GSX price of the order's billable parts. |
| Cost | The total of the order's GSX invoices, before tax. An order with several invoices shows how many under the amount. |
| Total Revenue | What you charge on the order, before tax. |
| Profit / Loss | Total Revenue minus Cost. A part Apple has not invoiced yet counts at its GSX price. |
| Status | The status icon. |
Each line under the order is one part. First come the billable parts, each with the repair invoice that billed it. Then come the order's other invoices, one line per part they carry.
| Line status | Meaning |
|---|---|
| Received (green) | Apple invoiced the part at the GSX price, to the cent. |
| Not received (yellow) | No invoice for the part has arrived yet. |
| Mismatch (red) | Apple invoiced the part at a different price, or invoiced a part the order does not expect. |
| Credit Memo (green) | Apple credited money back. |
| Credit for Returns (green) | Apple credited a part you returned. |
| Debit Memo (red) | Apple charged extra. It turns green once a credit memo on the same order cancels it out. |
| Invoice (red) | A plain invoice outside a repair. Check it. |
A part is matched to an invoice by its GSX repair number and its part number. The part number can be the one GSX quoted or the part GSX used.
A part leaves the list when GSX stops marking it billable, when GSX removes it from the repair, or when the repair is cancelled in GSX or declined.
Act on an invoice
Every invoiced line has a checkbox and a gear menu.
The gear menu has these options:
- Print: opens the invoice PDF.
- Mark processed (or Mark unprocessed): marks the invoice as handled.
- Mark paid.
- Create Escalation: opens the order's GSX escalation form, with the first answers already picked.
Lines still waiting for an invoice have no checkbox or gear menu, because there is nothing to act on yet.
To act on many invoices at once, tick their checkboxes, then use the Actions menu at the top. Ticking an order ticks all of its invoices. The Actions menu can mark the invoices processed, unprocessed or paid, and export them to CSV or XLSX. Exports list one line per GSX invoice.
Escalate a wrong charge to Apple
Create Escalation opens the GSX escalation form in a side panel, already filled in for the type of invoice:
| Escalating from | Answers already picked |
|---|---|
| A debit memo | I need help with something else, then Issue Category Billing/Invoice Issue, then Topic Reason for Debit |
| Any other invoice | I need help with something else. Pick the Issue Category and Topic yourself. |
To send the escalation:
- Check the answers and change any that do not fit.
- Add your description and any attachments.
- Click Continue, then create the escalation.
The answers come from your GSX account's own escalation options. If your account does not offer Billing/Invoice Issue, the form picks only I need help with something else and you choose the rest.
Troubleshooting
The list is empty
The list and the tiles open on orders created this month. Early in a month there may be few or none. Click Clear in Order created date to see orders from every month, or pick a range.
A part shows "Not received" but Apple has invoiced it
- Fetch your invoices again: open the Apple menu and click Fetch invoices from GSX.
- Check that the invoice carries the same GSX repair number and part number as the part on the order. An invoice for a different repair or part number does not match.
A part shows "Mismatch"
Apple invoiced the part at a different price than GSX quoted, or invoiced a part the order does not expect. Open the order and compare Expected Cost with Cost on the line. If the price is wrong, use Create Escalation on that line.
A debit memo stays red
A debit memo turns green only once credit memos on the same order cancel it out completely, to the cent. Until then, check the debit memo and escalate it if you do not agree with it.
"Order not found"
Fixably could not link the Apple invoice to a Fixably order. Search for the invoice's serial number or GSX repair number to find the repair it belongs to.
"Create Escalation" is not in the gear menu
You need the permission Create GSX escalation. Invoices with no Fixably order cannot be escalated from this page.