Billing - Workflow & Status Lifecycle

Billing: Workflow & Status Lifecycle

Purpose

The Billing workflow defines the full lifecycle of a Billing record in UNEEVO — from its initial draft to final archiving or cancellation.
Each status controls which actions are allowed, ensuring data accuracy, financial governance, and full traceability in every Billing process.

This workflow also ensures consistency between Project Management, Operations, and Finance.

Access Path

Operations Management → Billing

1. Billing Status Lifecycle

The correct Billing lifecycle consists of:

1. Worksheet
2. Submitted
3. Validated
4. Issued
5. Closed / Canceled

Below is the complete explanation of each stage.

1.1. Worksheet

Meaning:
Billing is being prepared. This is the editable working stage.

Allowed Actions:

• Edit all billing fields

• Add/remove billing items

• Import items from projects

• Add documents

• Save

• Delete

• Submit (move to Submitted)

System Behavior:

• All financial and project-related details remain editable

• Billing has no accounting or operational effect yet

1.2. Submitted

Meaning:
Billing is finalized by the preparer and sent for validation.

Allowed Actions:

• Validator may Validate or Reject

• No editing allowed on financial data

• Documents may be added (depending on permissions)

System Behavior:

• Locks Issuer, Customer, Items, and totals

• Moves to internal workflow validation

If Rejected → returns to Worksheet
If Validated → moves to Validated

1.3. Validated

Meaning:
Billing has been internally validated and is ready to be issued to the customer.

Allowed Actions:

• Issue Billing

• Add supporting documents

• Administrator may return it to Worksheet (if needed)

• Close Billing directly (special allowed shortcut)

System Behavior:

• Billing number may be assigned (depending on company rules)

• All financial details remain locked

• Triggers readiness for customer-facing documents

Valid transitions:

• Validated → Issued

• Validated → Closed (allowed exception)

• Validated → Worksheet

1.4. Issued

Meaning:
Billing has been officially issued to the customer.

Allowed Actions:

• Add attachments (e.g., proof of sending)

• Move to Closed or Canceled

• No editing allowed

• Admin may override transitions (depending on permissions)

System Behavior:

• Becomes part of revenue reporting

• Billing data is now legally relevant

Valid transitions:

• Issued → Closed

• Issued → Canceled

1.5. Closed

Meaning:
Billing is completed and archived — no changes allowed.

Allowed Actions:

• View only

• Download documents

System Behavior:

• Billing appears in final historical reports

• Financial data is locked permanently

1.6. Canceled

Meaning:
Billing was formally canceled and should not be considered for revenue.

Allowed Actions:

• View only

• Download past attachments

System Behavior:

• Billing is excluded from revenue calculations

• Cannot return to any previous state

2. Updated Status Flow Diagram

Worksheet → Submitted → Validated → Issued → Closed
                                    Issued → Canceled

3. Transition Rules

4. Editable Fields by Status

Related Articles

Billing – Overview
Billing – Creating & Editing a Billing
Billing – Importing Items from Projects
Billing – Items & Cost Structure
Billing – Issuer, Customer & Documents Tabs