Billing runs

Billing Operations Manager creates a run for a named billing period, sets the start and end dates and assigns the owning organization and person. Invoices associated with that run supply the billed activity; invoice counts, linked invoice counts and total billed give reviewers concrete totals to compare. Validation notes hold the reason for a discrepancy or a completed check.

• Prepare. Billing Operations Manager sets the period, organization and run owner before grouping invoices.
• Compare. Linked invoices, expected invoice count and total billed give the manager a check before advancing a Draft run.
• Trace. Each Advance Billing Run result leaves an operation receipt with its actor and outcome.

Take a monthly run whose linked invoice count differs from the expected invoice count. Inspect the run’s invoices and totals before using Advance Billing Run. When the Draft run is advanced, the action records a Validated state and an operation receipt. A second advance from Validated records Posted and its own receipt. The receipt identifies the operation, actor, time and result so the team can trace the outcome after the run changes state.

Agree the billing calendar, organization ownership and the source of expected invoice totals. Name the person who may inspect validation notes and advance the run. Decide how the team handles a run with missing invoices or a changed invoice after validation. Posting the run is a billing workflow state; reconcile the downstream ledger separately with its owner.

For the pilot period, choose a run with a known invoice total and another with a count discrepancy. Compare the run header with its linked invoices and write the discrepancy in validation notes. Decide who may correct an invoice after validation and who rechecks the run before posting.

The Billing Operations Manager opens a Draft run, checks the invoice references and investigates any count difference. The Finance Approver reviews the amount and documented exception. After validation, inspect the corresponding operation receipt. Attempt the same action on a Posted run during rehearsal: the request is refused and a Skipped receipt explains the result. Do not interpret a Skipped result as another posted run.

Have another Billing Operations Manager open the same run from Billing Runs Open for Validation and compare the invoice count with the linked invoice count. After the action, that person should find the matching receipt by run reference and confirm its result before treating the run as validated.

• Billing Runs Open for Validation — Check Draft runs against linked invoices and validation notes.
• Posted Billing Runs — Inspect runs already advanced to Posted and compare their billed totals.
• Billing Period Schedule — Scan period start and end dates alongside each run owner and state.

Use schedule and billing review to trace this module through the period. Review the data model when mapping source identifiers and roles when assigning the people who may act.