Scheduled invoicing

With scheduled invoicing, you can easily automate your invoicing process or parts of it by creating scheduled jobs.

This comes handy for example with projects with recurring fees (monthly licenses etc). With scheduled invoicing, Severa creates the invoices automatically every month.

Available in Platinum and Enterprise versions of Severa.

To give your users the access to Scheduled invoicing section, you need to grant them the permission to scheduled invoicing. Permission to scheduled invoicing can be given for a permission profile (all users with that profile, get access) or individual users by accessing their user profile.

For admin users, the Allow scheduled invoicing checkbox is selected by default.

1. Go to Settings > Permissions profiles and click to open the profile, you want to grant the access to.
2. Move to Invoicing and select the Allow scheduled invoicing checkbox.

1. Go to Settings > User management and click to open the users profile, you want to grant the access to.
2. Move to Permissions > Invoicing and select the Allow scheduled invoicing checkbox.

To create a new scheduled job, go to Invoicing > Scheduled invoicing and click New scheduled job.

In this section you define how often the job is run, and until what day, billable hours and fees are included.

• Job name: Enter a descriptive name for the scheduled job.
• Description: Enter more detailed information for the scheduled job, if needed.
• Recurrence: Select the recurrence cycle for the job from the predefined values.
  • Daily
  • Weekly
  • Monthly
• Repeat on: Select the day when the scheduled job will be run on.
  • If you chose daily in the previous step, you have the option to repeat the job on every weekday or every day.
  • If you chose weekly in the previous step, you have the option to repeat the job on specific weekday (from Mon to Sun).
  • If you chose monthly in the previous step, you have the option to repeat the job on the first or last day or the last weekday of the month or on a specific day of the month.

All scheduled jobs will be run on the selected day starting from 22:00 onwards.

• Include billable hours and fees until: Select the last day from which billable hours and fees are included.
  • First day of ongoing month
  • Last day of previous month
  • First day of next month
  • Last day of ongoing month
  • The day job is run

Depending on your needs, you have the possibility to narrow down the list of projects to be automatically invoiced. Use the filters to create a scheduled job suiting your needs.

• Project manager
• Business unit (project)
• Market segmentation
• Invoicing limits

There are also other filters available under Add filter like Account (Customer), Case (Project) and Keywords.

• Invoice status: Select the status to which the invoices will be created.
• Group projects on invoice: Check the box only if you want to group several projects billing to one invoice.
• Invoice creator: Select the person acting as the invoice creator. Invoices will be created based on their permissions.
• Invoice date: Specify the date shown on the invoice from predefined values,
  • First day of ongoing month
  • Last day of previous month
  • First day of next month
  • Last day of ongoing month
  • The day job is run
• Date of entry: Specify the date of entry for the invoice from predefined values,
  • First day of ongoing month
  • Last day of previous month
  • First day of next month
  • Last day of ongoing month
  • The day job is run
• Email notification: Select if you want to send a notification to a user via email, when the scheduled job is completed. You can select a person from the list or enter an email address manuallyYou can select multiple recipients

When you are finished with setting up the scheduled run, you can Preview a list of projects matching the criteria, to see if you need to tweak it more. If no changes are needed, Save the job.

In the Scheduled jobs view, you can see a list of all jobs created and active, and view their details.

• To view and edit the jobs, click the row to open the detailed view.
• To start a job manually, hover your mouse over the job in question and select Run now.
• To Disable and/or Delete a job cane done either by hovering over the job or by clicking it open.

In the Transfer log, you can see a list of invoices created in the scheduled run. If there are issues in creating invoices, an error will be shown here.

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