Billing - Overview & Landing Page

Billing – Overview & Landing Page

Module: Operations Management

Purpose

The Billing operational area enables organizations to create, issue, and manage billing documents such as invoices or service charges associated with projects, work items, or other commercial activities.
It centralizes the full billing lifecycle — from initial creation to issuance and closure — ensuring financial accuracy, auditability, and alignment with operational data.

Billing supports:

• Consolidated visibility of all billing documents
• Structured approval and validation workflows
• Itemized service billing
• Tax and fee management
• Integration with projects and cost centers
• Document attachments for audit purposes

This module is typically used by project managers, finance teams, operations, and administrative staff responsible for issuing or validating billings.

1. Landing Page

The Billing landing page provides a comprehensive list of all billing documents, along with quick-action KPIs and summary indicators that show how many documents exist in each workflow status.

1.1 Status Counters

Across the top of the page, users can view the number of billing documents categorized by status:

• Worksheet – Draft documents not yet submitted
• Submitted – Sent for approval or internal validation
• Validated – Approved and ready to issue
• Issued – Officially released billing documents
• Canceled – Voided or invalidated
• Closed – Fully resolved and administratively finalized

These counters help users quickly understand workload and pending actions.

1.2 Main Actions

Add Billing
Creates a new billing document manually.

Import Project
Imports billable items directly from a project’s configured billable data (when applicable).

1.3 List View

The list displays all existing billing records with key information, such as:

• Document ID
• Currency
• Account Overview
• Issue Date
• Customer Name
• Total Gross / Total
• Created On
• Status

Users can:

• Sort columns
• Apply filters
• Export the list
• Select visible columns
• Refresh to load recent changes

This makes it easy to locate specific billings, analyze financial data, or monitor workflow progress.

1.4 Import Project

Selecting Import Project opens a simplified import screen where the user can generate billing documents automatically based on a project's Billing Plans.

How It Works

• Project (required):
  Choose the project from which billing plans should be pulled.

• Billing Plans:
  Select one or more specific billing plans to import.
  If left as All, the system imports every billing plan associated with the selected project.

System Rule (from the blue information banner)

• If no specific Billing Plans are selected,
  → all Billing Plans from the chosen project will be imported automatically.

What Happens During Import

When the user confirms the import:

• The system generates one or more billing documents based on the structure defined in the project’s Billing Plans.
• Each imported billing inherits the predefined data (document type, description, amounts, reference, etc.).
• Billing documents are created in Worksheet status so they can be reviewed and adjusted before submission.

Use Cases

• Quickly generating multiple billings for large projects
• Ensuring consistency between project financial planning and actual billing
• Saving time by avoiding manual entry of recurring or predefined billable items

2. Creating a Billing Document

Selecting Add Billing opens the creation form where users define the main billing metadata.

2.1 Required Fields

• Document ID
• Currency

2.2 Additional Fields

• Document Type
• Reference ID
• Reference Type
• Series
• Cost Center
• Project

These data fields define the billing’s classification, internal routing, financial grouping, and project association.

3. Billing Workflow Overview

Each billing moves through a structured workflow:

• Worksheet – Information can be fully edited
• Submitted – Awaiting review or approval
• Validated – Approved for issuance
• Issued – Locked and officially released
• Canceled – No longer valid
• Closed – Financially and administratively finalized

Certain actions (such as editing items, issuing, canceling, or attaching documents) are only permitted in specific states.
These rules ensure financial accuracy and control.

4. Navigation to Detailed View

Clicking any billing line opens the Billing Detail, which contains several tabs:

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

Each tab is explained in separate articles to keep the content focused and user-friendly.

Related Articles

Billing – Creating & Editing a Billing
Billing – Items
Billing – Tax & Fees & Totals
Billing – Issuer, Customer & Documents Tabs
Billing – Workflow & Status Rules