Billing - Importing from Projects

Billing: Importing from Projects

This article explains in detail how the Import Project feature works, how Billing Plans are converted into Billings, and which system rules apply during the import process.

It is designed to be used together with the other Billing documentation articles.

Access Path

Operations Management → Billing

1. Purpose of Project-Based Billing Import

The Import Project functionality automates the creation of billing documents based on a project’s predefined Billing Plans.

This supports:

• Faster billing preparation
• Consistency between project scope and invoicing
• Reduced manual input
• Ensured billing alignment with contractual agreements (milestones, deliverables, schedules)

If the Project contains Billing Plans, each plan can be imported as an individual Billing document.

2. Accessing the Import Project Feature

From the Billing landing page:

1. Click Import Project

2. The Import Project modal opens.

3. Import Project Modal

The Import Project modal contains two key selections:

3.1 Project (Required)

Select the project from which the system will read the billing plans.

Only projects with at least one Billing Plan will generate billings.

3.2 Billing Plans (Optional)

Two options are available:

A. Select specific Billing Plans

You may choose one or multiple plans from the list.

Only the selected plans will be imported.

B. Leave the field empty (All)

If no Billing Plan is selected, the system applies the following rule:

💡If no specific Billing Plans are selected, all Billing Plans from the chosen Project will be imported.

This allows for quick and complete billing generation.

4. What Happens During Import

When you click Save (or Save and New), the following logic is executed:

4.1 A New Billing Document is Created for Each Billing Plan 

Each Billing Plan becomes a Billing document with:

• Header information
• Linked Project and Cost Center
• Customer / Account Overview
• Billing Reason Type
• Issue Date (copied or left blank, depending on the plan configuration)

💡This ensures a one-to-one relationship between each plan line and its generated billing.

4.2 Items and Amounts Are Automatically Generated

If the Billing Plan contains:

• Planned Amounts
• Descriptions

…these values populate the Items tab of the billing automatically.

Each item follows the same format as manually added billing items.

4.3 Taxes & Fees 

Taxes & fees must be added manually.

5. Importing Behavior Rules

The system enforces the following rules during the import process:

5.1 Billing Generation is Additive, Not Replacing

Unlike other modules (e.g., Allocations Import), importing Billing Plans never replaces existing billings.

If you import the same Billing Plan twice:

• The system will generate two separate billing documents
• No overwriting occurs
• No warnings appear

This is intentional to support scenarios where multiple partial invoices are needed.

5.2 Billing Plans Without Required Fields Are Ignored

A Billing Plan must contain minimal required information:

• Amount or linked item
• Project association
• Customer / Account Overview

If any of these are missing, the system skips the plan and does not generate a billing.

6. After Import – Billing Detail Page

Once the import completes, the system automatically opens the generated billing.

Users can:

• Add or edit items
• Add taxes or discounts
• Change due dates, document type, or reason
• Attach supporting documents
• Submit, validate, or issue the billing
• Review totals

All details behave exactly like a manually created billing.

7. Best Practices for Using Import Project

To ensure a smooth process:

✔ Before importing:

• Ensure the Project contains valid Billing Plans
• Verify amounts, dates, and contract references
• Confirm the Project has a defined Account Overview

✔ After importing:

• Review each generated billing for completeness
• Adjust item descriptions if more detail is needed
• Validate taxes and discounts
• Attach contractual documents before issuing
• Confirm the billing number/series is correct

8. Common Scenarios

Scenario 1 – Full Project Invoice

No Billing Plans selected → all plans become billings.

Scenario 2 – Partial Invoice

Select specific Billing Plans only.

Related Articles

Billing – Overview
Billing – Creating & Editing a Billing
Billing – Understanding Billing Plans
Operations Management – Transactions
Project Management – Billing Plans