Billing raises an invoice, the accountant issues it, the payment settles it
Who is involved
| Role | What they do |
|---|---|
| Subscriptions manager | Runs billing and watches the invoice. |
| Accountant | Issues the drafted invoice and records the customer's payment. |
Step by step
- Subscriptions manager
Previews and runs billing for today.
What they see:A summary of invoices raised, and each invoice marked Awaiting payment.
- Accountant
Opens Customer invoices in Accounting.
What they see:A draft invoice for each subscription invoice, with the same customer, lines, tax and due date.
- Accountant
Issues the draft.
What they see:The invoice is booked in the ledger.
- Subscriptions manager
Opens the subscription invoice.
What they see:The Accounting invoice reference and a button to open it.
- Accountant
Records the customer's payment, in part first.
What they see:The receivable shows the part payment.
- Subscriptions manager
Refreshes the invoice.
What they see:Part paid, with what was received and what is still owed.
- Accountant
Records the rest.
What they see:The receivable is paid.
- Subscriptions manager
Opens the subscription.
What they see:The invoice is Paid, the overdue steps have stopped and any suspended licence is back on.
Who is told what
Nobody is messaged when the invoice settles; the status changes on both sides. If the invoice later becomes overdue, the people who can change invoices (the Subscriptions manager, not the read-only Accountant) are told in the bell and by e-mail.
Related
- Subscriptions & Licensing
- Accounting & E-Invoicing
- Only the administrator rotates the signing key; the manager keeps issuing licences
- The customer saves a card, the invoice is charged, the receipt lands in Accounting
- Usage is reported, billed and reconciled
- Subscription lines of a quote go to Subscriptions
- Subscription lines on an accepted quote start subscriptions
- Team workflows