Step by step
- Open Finance › Contract billing (the page is called Billing) and press + New billing run at the top right. A side panel opens.
- Choose the Period start and Period end, and which Contracts (All active contracts, or only those Billed monthly, Billed quarterly or Billed yearly).
- Press Calculate: service fees, rental and charges, minimums and copies are worked out. The run opens.
- Fix flagged lines (a missing reading or price) and press Recalculate, use an estimate, or exclude the line with a reason.
- Press Finalise (the lines lock), then Create invoices: one draft invoice per paying company (or per contract).
- Check the drafts in Finance › Invoices, tab Drafts, and issue them.
Never twice
A run is refused if its dates overlap another run for the same contracts. Open that run, or delete it if it is a draft.
The list
Contract billing runs lists every run with Period, Lines, Warnings, Total, Status (draft, finalised or invoiced) and Created. Click a period to open the run.
Freelance work
If you do freelance work, Freelance CSV (top right) exports a month of jobs at each client's rates.
Works together with
- Calculate a billing runPick the dates and which contracts, press Calculate, and check the draft before finalising.
- The billing run pageOne run: every service fee, rental, charge, minimum and copy line with readings, copies, free copies, rate and amount, and what to do next.
- Fix "Not billable — data required" linesA line is flagged when a meter has no opening reading, no closing reading in the period, or a closing reading lower than the opening one.
- Estimated readingsWhen a closing reading is missing, add an estimate from the machine's average daily use. The next real reading corrects any difference automatically.
- Finalise a billing run and create invoicesFinalising locks the run. Then Create invoices makes one draft invoice per paying company, without ever invoicing a line twice.
- InvoicesCreate invoices from finished jobs or from scratch, issue them with your numbering, send the PDF or send them to Xero, record payments and correct mistakes with credit notes.