Skip to content

Billing and invoicing

What this screen is for

Billing is the finance team's workspace for money owed by customers. It lists your bills (one document that gathers a customer's invoices for a period) and your invoices (one document per order), lets you create either, and lets you record payments against them.

Who can see it

Organisation staff signed in to the Control Tower. This screen does not have a separate permission of its own.

Where to find it

In the left-hand menu, under OPERATIONS, select Billing & invoicing. The older addresses for Billing and Invoicing both lead here.

What you see

Two tabs sit above the table. The tab name shows how many records it holds.

Bills tab

The Bills tab opens first. Each row shows:

  • BILL NUMBER, CUSTOMER and BILLING PERIOD.
  • BILL DATE and DUE DATE.
  • INVOICES – how many invoices the bill gathers.
  • TOTAL AMOUNT, AMOUNT PAID and BALANCE DUE. The balance is red while something is still owed and green when it is settled.
  • STATUS – one of Draft, Issued, Partially Paid, Paid or Overdue. See Statuses and stages.
  • ACTIONS – View bill, Download PDF, Print, View invoices, View orders.

When there are no bills the tab says "No bills yet. Create one to consolidate a customer's invoices for a billing period."

Invoices tab

Each row shows:

  • INVOICE – the invoice number. Underneath, manual marks an invoice you created by hand; otherwise a small line says whether the invoice has been posted to your accounting system and, for Saudi customers, the e-invoicing (ZATCA) state.
  • CUSTOMER and ORDER.
  • ISSUED and DUE dates.
  • AMOUNT – in the invoice's own currency, with "less ... credited" underneath when a credit note has reduced it.
  • PAID and BALANCE.
  • STATUS – Draft, Issued, Due, Partially Paid, Paid or Overdue.
  • ACTIONS – View, Download PDF, Print, and Send reminder (only on overdue invoices).

What you can do

Create a bill.

  1. On the Bills tab select + Create bill.
  2. Fill in the pop-up (see Create bill) and select Create bill.

Create an invoice.

  1. On the Invoices tab select + Create invoice.
  2. Fill in the pop-up (see Create invoice) and select Create invoice.

Look at a document. Select View bill or View to open it in a side panel. View invoices and View orders open the same panel already scrolled to that section.

Get a PDF or print. Select Download PDF to open the PDF in a new tab, or Print to open the document and start your browser's print dialog.

Chase an overdue invoice. On an overdue invoice select Send reminder. A message on the screen confirms to whom the reminder was addressed and quotes the payment terms.

Email is not live yet

The platform's email sending for invoices and reminders is still a placeholder: the message is recorded, but nothing is actually delivered to the customer yet. Contact the customer yourself until email sending is switched on.

Record a payment. Open the bill or invoice, go to PAYMENT, select Record payment, type the amount and select Record. The paid amount, balance and status update.

Popups and panels

Create invoice

Raises a tax invoice for one order. Select the ? in its header for help.

  • Order – a list of completed orders that are not already on a settlement or another invoice. Once you choose one, its customer, service type, billing address, pickup and delivery are shown for checking.
  • CHARGE DETAILS – one line per charge, each with a description (for example "Transport charge") and an amount. Select + Add charge line for more lines and the x to remove one. A negative amount records a discount or adjustment. A running Subtotal is shown.
  • Payment terms – optional, for example "Net 30". Leave it blank to use the customer's contract terms; the due date is worked out from it.

You must choose an order and enter at least one charge line, or the pop-up tells you what is missing. The invoice number, date, tax and total are assigned automatically; tax follows the customer's country and contract. The new invoice starts as Due.

Create bill

Gathers a customer's existing invoices for a period into one bill. Select the ? in its header for help.

  • Customer, Period from and Period to.
  • INCLUDED ORDERS / INVOICES – after you choose a customer, the invoices that are not yet on another bill are listed with a tick box each. Tick the ones to include; the count and total are shown beneath.
  • Payment terms – optional, as above.

A bill needs a customer, both dates and at least one ticked invoice. The bill number and date are assigned automatically, and the totals are the sum of the chosen invoices, so a bill can never disagree with the invoices it holds.

Bill details

A side panel opened by View bill, View invoices or View orders. Select the ? in the header for help.

  • The header shows the bill number, its status chip, the customer, period and number of orders.
  • A grid of facts: bill number, customer, billing period, bill date, due date, number of invoices, payment terms and currency.
  • INCLUDED INVOICES – each invoice with its amount and an Invoice PDF link.
  • BILLING SUMMARY – charges by category, then Subtotal, Discount / adjustments, Tax, Total amount, Amount paid and Balance due.
  • INCLUDED ORDERS – each order with date, from, to, service, amount and invoice.
  • PAYMENT – shown while a balance remains; use Record payment.
  • At the bottom, Download PDF and Print. Close the panel with the x or by selecting outside it.

Invoice details

A side panel opened by View on an invoice. Select the ? in the header for help.

  • The header shows the invoice number, its status chip and a Manual chip for hand-made invoices, then the customer, issue date, due date and order.
  • SHIPMENT / ORDER DETAILS – order number, service type, pickup and delivery locations.
  • BILL TO – customer, billing address and tax registration.
  • A line table with DESCRIPTION, QTY, UOM (unit of measure), RATE and AMOUNT, followed by Subtotal, any Discount / credit, Tax, Total, Amount paid and Balance due.
  • PAYMENT – payment terms, payment reference and, while a balance remains, Record payment.
  • Download PDF and Print at the bottom.

Tips

  • "Why is my order not in the Create invoice list?" Only completed orders that are not already on a settlement or another invoice appear.
  • "Why is an invoice missing from Create bill?" It is probably already on another bill, or outside the period you chose.
  • A payment cannot be undone from this screen. Check the amount before you select Record.
  • Overdue is worked out from the due date and the balance; you do not set it.