Scheduled invoicing

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

This is handy for example with projects with recurring fees (such as monthly license fees). With scheduled invoicing, Severa creates the invoices automatically every month.

Available in Platinum and Enterprise editions of Severa.

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

For admin users, the Allow to use scheduled invoicing option is enabled by default.

1. Go to Settings > Permission profiles and open the profile you want to grant access to.
2. Move to Billing and select the Allow scheduled invoicing checkbox.

1. Go to Settings > User management and open the user you want to grant access to.
2. Move to Permissions > Billing and select the Allow scheduled invoicing checkbox.

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

In this section, you can define how the job is run and until what day billable work 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
  • Every week on
  • Monthly
• Repeat on: Select the day when the scheduled job will be run.
  • 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 every week on in the previous step, you have the option to repeat the job on a specific weekday (from monday to sunday).
  • 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 work 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 Customer, Case 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 on one invoice.
• Invoice creator: Select the user acting as the invoice creator. Invoices will be created according to selected user's 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 manually. You can select multiple recipients.

When you have set up all the settings, you can select Preview to see a list of projects matching the criteria and make any necessary adjustments. If no changes are needed, Save the job.

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

• Click the row to open and edit the details.
• To start a job manually, hover your mouse over the job and select Run now.
• You can select Hide and/or Remove either by hovering over the job or by clicking it open.

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

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