The monthly routine

Who can do thisApplication AdministratorBilling designation

1. Open Billing, choose Month and step to the month you are closing.
2. Read the notes. Decide whether time open past the auto-lock date, or a customer whose prepaid ran out, is expected. Check Priced at zero: zero-priced work bills as free. Fix missing prices on the customer's Rates card, and mark your own company Internal.
3. Clear held-back time. Open Bill or unlock and tick Pending approval. Ask registrants to confirm and approvers to decide, on the tickets.
4. Review by customer. Expand customers and open tickets that look wrong. Switch to By technician to spot missing or unlocked time.
5. Lock the month. Click Lock open time, keep the cut-off at the month's last day, check the counts and the held-back line, and confirm.
6. Correct if needed. In Bill or unlock, filter State Locked, select entries and click Unlock selected. The registrant fixes them, and you lock them again.
7. Export. Click Export data, choose the level your finance team needs, CSV or PDF, and export.
8. Invoice in your finance system.
9. Mark billed. In Bill or unlock, filter State Locked and Until the month end (and one customer if you bill one at a time), select all and click Mark billed. Prepaid hours are drawn now.
10. Export again if you need a file with the actual prepaid draws.
11. Check that the customers read "Billed" and their prepaid cards show the "Used" movements.