Billing
Turn accepted orders into reconciled invoices, apply cash and handle credits without losing the original transaction history.
Approval conditions
Executive Approver: Approve or reject Submitted CreditMemos above requester's captured CreditApprovalLimit
Submitted
- CM-59776 INV-98633 in 7 d
- CM-87691 INV-97833 in 2 d
- CM-47998 INV-82880 in 10 d
- CM-32666 INV-85394 today
- CM-93501 INV-23006 in 12 d
CM-59776
- Invoice
- INV-98633
- Account
- ACC-47155
- Reason
- Pricing error
- Amount
- 230
- RequestedBy
- CV
Approval waits for the executive approver.
Build a line-level billing plan
A released order supplies the accepted net amounts and their product, tax and revenue-category context. Schedule lines retain the real order-line allocation they bill, including bundle hierarchy and service periods.
| Billing method | How obligations are planned |
|---|---|
| Upfront | Allocate the complete accepted net value across the actual order lines for billing at release |
| Recurring | Create each line’s period obligations using its cadence, timing and accepted service dates |
| Milestone | Allocate net-of-tax milestone amounts to real order lines and retain the required trigger |
An upfront term sale still bills its accepted term amount. Recurring prices normalize independently of whether invoices issue monthly, quarterly, annually, in advance or in arrears. Partial periods use the agreed proration basis and reconcile rounding to the accepted total.
Milestone percentages and amounts must cover their intended net obligation without overlap. Shipment and customer acceptance have different evidence. The configured trigger specifies full completion or proportional quantity, and repeated fulfillment events cannot release the same amount again.
ActiveSchedulednext 30 daysClaimEvent IS EMPTY
| Schedule | Description | Scheduled Date | Service Period Start | Service Period End |
|---|---|---|---|---|
| IS-72428 | Scheduled isl-245 | 02 Oct | 11 Oct | 15 Oct |
| IS-26476 | Scheduled isl-845 | 03 Oct | 09 Oct | 16 Oct |
| IS-72778 | Scheduled isl-905 | 16 Oct | 23 Oct | 01 Nov |
| IS-99417 | Scheduled isl-231 | 13 Oct | 22 Oct | 28 Oct |
| IS-75401 | Scheduled isl-260 | 26 Sep | 04 Oct | 06 Oct |
| IS-66228 | Scheduled isl-655 | 10 Oct | 18 Oct | 26 Oct |
Review and activate
Billing Specialist compares draft schedules with the executed commercial terms, allocated order value and service boundaries before activation. A date correction must remain within the authorized billing plan. A changed price, milestone amount or commercial scope requires the appropriate amendment and review rather than an unrestricted schedule edit.
Only an Active parent schedule can supply eligible billing lines. Draft, Suspended, Cancelled and Completed schedules do not issue invoices because a child line still happens to have a past date. Suspension preserves the plan while stopping new issuance.
Approval conditions
Visible to: Deal Desk. Visibility does not establish approval authority.
Draft
- SO-20115 ACC-31122 4 d
- SO-76815 ACC-54036 10 d
- SO-20787 ACC-36208 14 d
- SO-15359 ACC-54206 8 d
- SO-23801 ACC-82164 14 d
SO-20115
- Account
- ACC-31122
- Quote
- QTS-35640
- Contract
- CNT-63783
- OrderDate
- 13 Sep
Approval conditions.
Claim each obligation once
The billing run selects due, eligible and unclaimed obligations and creates the corresponding invoice lines. Claims prevent a repeated run from consuming the same schedule amount twice. Invoices group due lines within one schedule and run date. Each retains its order, contract where applicable, purchase-order number, billing contact, payment terms and source allocation.
Configured tax treatment uses the taxable net amounts, effective evidence and applicable exemption. Milestones allocate net amounts; invoice tax is calculated separately once. If accounting owns the calculation, its finalized tax and total must be reconciled locally before local issue, buyer sending or cash application. Missing tax evidence remains unresolved until corrected.
Local issuance and remote posting have separate outcomes. EventDeliveries records the accounting request, acknowledgment or uncertainty. A lost response requires reconciliation before another potentially duplicating post. Local posting retains its own time. The external reference and accounting acknowledgment identify actual destination acceptance. Buyer sending follows the configured acknowledgment policy with final reconciled tax and totals.
StatusIssuedSentPartiallyPaid
Apply received money
Payments records the account, amount, date, ACH, wire, card or check method, and bank or processor identity. Billing Specialist can match a receipt to one or more compatible open invoices, with PaymentApplications recording each settlement.
Application checks the same account, remaining payment funds and current invoice balance together. Concurrent matches cannot spend the same receipt twice or overpay an invoice. An unapplied remainder stays visible for investigation rather than being silently attached to another customer.
A returned payment reverses its effective applications through linked financial adjustments and reopens the appropriate debt. Historical receipts and applications remain available. Returns, refunds and disputed corrections require independent Executive Approver approval; cash effects also require confirmed bank or processor evidence.
IsOverdue = truebalance > 0
| Invoice Number | Account | Bill To Contact | Due Date | Total |
|---|---|---|---|---|
| INV-88729 | ACC-22253 | CNT-8588 | 10 Sep | 900 |
| INV-90155 | ACC-13178 | CNT-7375 | 15 Sep | 740 |
| INV-16683 | ACC-57091 | CNT-4382 | 05 Sep | 790 |
| INV-26100 | ACC-78693 | CNT-6169 | 07 Sep | 850 |
| INV-92754 | ACC-30766 | CNT-4664 | 05 Sep | 30 |
| INV-51686 | ACC-96845 | CNT-3987 | 11 Sep | 30 |
Correct paid and unpaid invoices
Billing Specialist requests a credit with its reason and invoice-line allocation. The cap is the remaining uncredited eligible value, including the applicable tax correction, so a fully paid invoice can still be corrected. Repeated credits cannot consume the same line value again.
The explicit within-limit policy permits Billing Specialist to approve their own eligible credit request, with that authority and decision recorded. Above that authority, Executive Approver decides the submitted request. Rejections remain visible. Only unissued draft invoices can be voided directly. Issued records require linked corrections that preserve their historical amounts.
An effective credit first settles the source invoice’s open balance. Any surplus becomes account credit while the original cash applications remain intact. AccountCreditApplications can apply the remaining credit to compatible invoices for that account or consume it through a confirmed refund. Pending refunds reserve their funding through uncertainty. A credit-funded refund consumes account credit, without reducing the original payment again. Invoice balances remain nonnegative.
unapplied amount > 0
| Payment Number | Account | Payment Date | Amount | Amount Applied |
|---|---|---|---|---|
| PYM-40956 | ACC-75357 | 13 Sep | 540 | 520 |
| PYM-65732 | ACC-16686 | 04 Sep | 130 | 600 |
| PYM-67758 | ACC-16853 | 03 Sep | 60 | 830 |
| PYM-12322 | ACC-14719 | 06 Sep | 630 | 420 |
| PYM-91973 | ACC-71967 | 11 Sep | 860 | 780 |
| PYM-38211 | ACC-90275 | 05 Sep | 760 | 270 |
Manage collections and exposure
Open Invoices, Overdue Invoices and Unapplied Payments support daily collection work. Credit Memos Awaiting Approval shows outstanding credit decisions. Billing Specialist can place or release an account credit hold with a reason; Deal Desk rechecks it before order release.
Credit exposure includes valid receivables and committed uninvoiced order obligations, without counting the same value again when invoiced. Invoice Aging and Days Sales Outstanding use effective settlement history, while Billing Backlog identifies accepted value that still needs an active billing plan.
Modules
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Configurator
Build sellable product combinations with guided options, required components and clear configuration checks.
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Pricing rules
Apply the right price book, volume breaks and promotions while keeping discounts, floors and billing values aligned.
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Quotes
Prepare configured proposals, track buyer decisions and preserve the exact prices and terms each revision carried.
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Approvals
Route concessions and special terms to the right reviewers, with decisions tied to the exact quote revision.
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Contracts
Carry signed commercial terms into effective agreements, controlled amendments and clearly priced renewals.
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Orders
Release the accepted configuration to fulfillment while preserving agreed quantities, discounts and billing obligations.
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Billing
Turn accepted orders into reconciled invoices, apply cash and handle credits without losing the original transaction history.
Reports
All reportsBilling Backlog
Accepted released allocation net amount less issued schedule consumption, by account/contract/service period. Separate active due plans, pending milestones, inactive schedules and released amounts without a plan; credit memos do not silently make the same obligation billable again.
Invoice Aging
Positive finalized issued invoice Balance in current, 1–30, 31–60, 61–90 and over-90 days past DueDate as of a stated date/timezone. Show retained unapplied cash and available account credit separately; exclude Draft/Void artifacts and unconfirmed reversals/refunds.
Roles and permissions
Prepares reviewed price-book entries, quantity breaks, costs, floors and promotion rules. Account default-book changes select an already active compatible book; quote revisions retain their own approved prices.
Builds and submits their own Draft quote revisions, sends approved versions and records evidenced written acceptance for the ForReview path. Cannot write automatic bundle provenance, approval decisions, signature outcomes or accepted financial totals. An accepted version is changed only through a separately approved linked amendment.
Supervises team quotes and may edit a team Draft. A person who owned or materially edited the reviewed version cannot approve its discount, floor or terms decisions. Reassignment does not remove that exclusion. Proposes a named time-bounded delegate rather than transferring blanket authority.
Acts in the configured VP sales, CFO or CEO tier, with named-user resolution frozen at submission. Decides assigned upper-tier and floor steps, above-limit credit requests, and independent refund/return reviews. Does not edit quote prices or scope. May independently approve master/delegation changes outside their editor or beneficiary set.
Owns assigned non-standard terms decisions, contract execution checks, and order confirmation/release. Prepares template changes but cannot activate its own changes. Contract verification records the exact executed terms hash; a Signed flag alone is insufficient. Where Deal Desk materially edits quote terms, another eligible Deal Desk reviewer must decide the corresponding Terms step.
Owns schedule activation, invoice preparation, cash matching, collection and correction requests. May self-confirm a credit only under its explicit captured within-limit policy. Cannot change commercial amounts through a schedule edit, rewrite an issued invoice, fabricate a confirmed bank refund or overwrite a payment balance. Agent/service identities require a separate configured action allowlist; a role assignment alone does not authorize autonomous use of human decisions.
Related processes
Quote to cash
Connect a configured proposal to its approvals, executed terms, fulfilled order and reconciled invoice.
8 stages · 4 approvals
Configure and price
Build a complete product configuration and a traceable price before submitting the quote for review.
6 stages · 0 approvals
Acceptance to order
Verify the executed sale and release only the quantities, terms and value the buyer authorized.
6 stages · 2 approvals