Billing Automation

Finance > Billing Automation

Job setting

1. Login to Vorex.
2. Navigate to Finance > Billing Automation.
3. Click “New”.
4. In the “Job Settings” tab, add a name for the job.
5. Select an Action Type:
   1. Post: Items will be posted and ready to be billed at anytime.
   2. Post & Bill: Items will be posted and billed and the corresponding Invoice(s) will be created.
   3. Generate Invoice: This is the same as Post & Bill where the items will be posted and billed and the invoice will be created. The Invoice PDF will be generated and attached to the invoice.
6. Select Billing Type:
   1. Time Entries
   2. Expense Entries
   3. Charges
   4. Recurring Services
   5. Fixed price milestones
7. Select Invoice Template: In case the Action Type is “Generate Invoice”, the invoice template will be required so that the generated invoice follows the format of the chosen template.
8. Select Email template: In case “Send Invoice to Customer” is set to “Yes”, the “Email Template” field becomes required.
9. Status:
   1. Active
   2. Inactive
10. Send Invoice to Customer: If set to “Yes”, the generated invoice(s) will be sent as an email to the account contacts who have “Receive Invoice” Flag set to true.
11. Generate Invoice by Project: If set to “Yes”, the generated invoice(s) will be separated by the project.

Automation Filter

These filters specify which items are the targets of the billing automation job.

1. Get Past Items and Get Future Items: These two fields represent a time interval. All items added within this time interval will be subjected to the automated job.
   1. Example: If “Get Past Items” is set to “One Week Ago” and “Get Future Items” is set to “One Week After”, this automated job will execute the selected action type on all items that are within this date range.
2. Bill Zero Value Items.
3. Department.
4. Time/Expense Sheet Status.
5. Work type.
6. Role.
7. Expense type.
8. Tickets/Projects.
9. Ticket/Project/Task Status.
10. Reimbursable: Yes/No.

    

Job Settings & Filters

Contracts & Job Schedule

Upon saving, the following tabs appear: Contracts & Job Schedule.

1. Contracts: This automation job can run on all contracts or specified contracts chosen.

All Contracts or Contacts listed Below

2. Job Schedule: In this section, the recurrence interval is defined. The repetition rate could be one of the following:

a.Daily

Daily Repetition

b. Weekly

Weekly Repetition

c.Monthly

Monthly Repetition

Note:If “Enable Scheduler” is set to “Yes”, the job will work based on the schedule and recurrence defined. If not, the scheduled process will work, only, when “Run Now”,at the top right of the page, is clicked.

Notifications

The user can add the user emails to be notified on success or failure of the job automation.

Notified Emails on Success & Failure

Logs

Everytime the job executes, all the execution steps will be added to the log grid along with the Creation Date of the step and whether or not the job was executed successfully.

Job Logs