Billing – Creating & Editing a Billing

Billings represent the financial documents issued to customers—such as invoices, credit notes, or statements of work.
The Billing module allows you to create, edit, calculate, approve, and issue billings efficiently while ensuring traceability with projects, services, and cost centers.

There are two ways to create a billing:

• Add Billing (manual creation)
• Import Project (automatic creation from Billing Plans inside a Project)

Both processes lead to the same editable Billing Detail screen.

1. Creating a Billing Manually

From the landing page, click Add Billing.

1.1 Add Billing Modal

This modal defines the header information of the billing document.

Key Fields

• Document Id — Unique identifier of the billing (required)
• Currency — Billing currency (required)
• Document Type — Invoice, Credit Note, etc.
• Reference Id — External or project-related reference
• Reference Type — Classification of the reference
• Series — Document series (numbering control)
• Cost Center — Financial cost center associated with the billing
• Project — Optional link to the related project

Actions

• Save
• Save and New
• Cancel

Once saved, the system opens the full Billing Detail page.

2. Importing Billings from a Project

Instead of creating manually, you may import Billing Plans defined under a Project.

Click Import Project, then:

2.1 Import Project Modal

• Project – Select the project whose Billing Plans you want to import.
• Billing Plans – Select one or more billing plans, or leave as All.

Note:

💡 If no Billing Plans are selected, the system will import all Billing Plans associated with the chosen project.

Saving generates one billing document for each selected plan and opens it for review.

3. Billing Detail Screen

After creation (manual or imported), the Billing Detail screen contains all editable information.

It is divided into:

• Header Section

• Tabs:

  • Items
  • Issuer
  • Customer
  • Documents
  • Tax & Fees

• Totals Panel

Below is the full breakdown.

3.1 Header Section

This section defines the context of the billing:

• Document Id
• Series
• Currency
• Reference Id / Reference Type
• Account Overview
• Document Type
• Billing Reason Type
• Issue Date
• Due Date
• Payment Term / Payment Type
• Cost Center
• Project
• Travel Request (when applicable)
• Cancellation Reason Type (if canceled)
• Comments

4. Items Tab

This is where you define what is being billed.

Click Add Item to open the full Item Details modal.

Each line item represents a service, product, or deliverable.

4.1 Item Details (Complete Modal)

The Item modal contains two tabs:

A. Overview Tab

Defines what is being billed.

Fields

• Service – The service being invoiced (Optional)
• Product – Optional
• Variant – Classification of product/service version (Optional)
• Cost Center – Item – Overrides header cost center for more granular control
• Project – Work Item – Links the billed item to a specific task or deliverable
• Code – Item reference
• Reference – External reference
• Description (required) – The text that will appear on the invoice
• Generate Expense (toggle)

  💡If enabled, this billing item will create a corresponding expense in the Transactions module.

B. Cost Tab

Defines the financial calculation of the billing line.

Pricing Fields

• Import – Import method (depends on configuration)
• Unit Cost
• Currency
• Exchange Rate
• Exchanged Unit Cost (calculated)
• Quantity

Tax

• Tax Deductable (%)

Commercial Discounts

• Percentage
• Amount

Financial Discounts

• Percentage
• Amount

Calculated Values (read-only)

• Total Gross
• Tax Total
• Total Commercial Discount
• Total Financial Discount
• Final Total

Actions

• Save
• Save and New
• Cancel
• Delete (when editing an existing item)

5. Tax & Fees Tab

Allows adding taxes and additional fees that apply to the billing.

Examples:

• VAT
• Withholding tax
• Administrative fees

Each line includes:

• Description
• Fee (%)
• Value (calculated or manual)

The totals update dynamically in the Totals Panel.

6. Issuer Tab

Defines the organization issuing the billing.

Includes:

• Le

This data may be pre-filled based on system configuration.

7. Customer Tab

Displays customer information:

• Customer name
• Billing address
• Contacts
• Tax identifiers

Most data originates from the Account Overview and the connected customer entity.

8. Documents Tab

You may attach supporting files to the billing record (PDFs, contracts, purchase orders…).

Important Rule

💡Documents can only be added while the billing is not Issued.
After the billing is issued, documents become read-only.

9. Totals Panel

Displayed on the right side of the screen.

Includes:

• Total Gross
• Tax Total
• Tax & Fees Total
• Items Commercial Discount Total
• Items Financial Discount Total
• Total Financial Discount
• Outstanding Total

These values update automatically as you modify items or tax lines.

10. Billing Workflow

Billings follow the configured State Machine, typically including:

• Worksheet
• Submitted
• Validated
• Issued
• Canceled
• Closed

Each state controls:

• What can be edited
• What can be deleted

• Which actions are available (submit, validate, issue, cancel…)

Related Articles

Operations Management – Billing Overview
Operations Management – Transactions
Project Management – Billing Plans
Resource Management – Allocations
Travel Request – Management