Schedule to invoice

Step by step

1. Generate the schedule Billing Specialist

   Billing Specialist reviews draft obligations from the released order. Upfront, recurring and milestone methods retain real order-line allocations and net-of-tax amounts. Period timing and proration reconcile to accepted term value. Shipment and customer acceptance have separate events, with Full or Proportional milestone rules deciding the eligible quantity.

   • Net line-level obligations and trigger evidence prepared
   • Updates Invoice schedules, Invoice schedule lines, Order allocations, Billing milestones, Fulfillment events

2. Review and activate Billing Specialist

   Billing Specialist checks dates, net totals, service boundaries and trigger requirements against commercial authority, then activates the exact schedule revision. Unapproved amount or scope changes return to Deal Desk. Draft or suspended parents cannot bill even when their child dates are due.

   • Reconciled schedule revision activated
   • Updates Invoice schedules, Invoice schedule lines, Contracts, Sales orders
   ApprovalA person approves before the work moves on.

3. Run billing Billing Specialist

   Billing Specialist runs due, eligible, unclaimed lines from Active schedules. Each obligation is consumed once. Invoice lines retain products, service periods, discounts, purchase-order and revenue context. Configured tax evidence or finalized accounting tax must resolve before local issue, sending or cash application. Uncertain accounting posting is reconciled before another attempt; acknowledgment establishes the external posting reference.

   • Obligations claimed once; final amounts and posting reconciled
   • Updates Invoices, Invoice lines, Invoice schedule lines, Business events, Event deliveries

4. Apply payments Billing Specialist

   Billing Specialist applies a confirmed receipt to compatible same-account invoices within current unpaid balances and remaining payment funds. Each application is recorded once. Returned payments use linked reversals that reopen the affected debt; returns and refunds require independent Executive Approver approval and confirmed cash evidence. Original receipts and applications remain in history.

   • Effective cash applications and linked reversals retained
   • Updates Payments, Payment applications, Finance adjustments, Invoices

5. Follow up Billing Specialist

   Billing Specialist reviews overdue balances and unapplied cash, notifies the account owner through the configured process and manages supported credit holds. Exposure includes committed uninvoiced orders without double-counting amounts that become invoices. Only unreserved account credit is available for application; pending refunds keep their funding reserved.

   • Collection and exposure reviewed
   • Updates Invoices, Accounts, Account credit applications

6. Credit Billing Specialist or Executive Approver

   Billing Specialist may approve their own eligible credit request within their explicit limit; Executive Approver decides requests above that authority. Credit is bounded by remaining uncredited invoice-line and tax value, including paid invoices. It settles the source balance first, with surplus retained as account credit for later same-account application or confirmed refund.

   • Approved credit allocated to debt, account credit or confirmed refund
   • Updates Credit memos, Credit memo lines, Invoices, Account credit applications, Finance adjustments
   ApprovalA person approves before the work moves on.

Billing Specialist

Activates schedules, runs billing, applies cash, manages holds and approves eligible within-limit credits.

Executive Approver

Decides higher-authority credit requests.

Deal Desk

Resolves commercial changes.

Sales Rep

Follows permitted account invoice status.

Admin

Configures accounting and payment connections.