Monthly Billing enables users to generate an invoice for all charges dated within the same month, across multiple cases with the same billing client.


Monthly Invoices are configured on the Finance tab > ‘Monthly Invoices’.


The use of this functionality is outlined below:

Create a Monthly Billing Client


To set up a client for monthly billing follow the steps below:

  1. Create the Client Organisation within the Address Book
  2. Go to the Finance tab > ‘Monthly Invoices’
  3. Click on ‘Monthly Clients’ in the top right
  4. ‘Select a client to update’: Type the name of the client as it appears in the Address Book or select the client from the drop down list
  5. Click ‘Add’

 

The client will be added to the list of ‘Clients currently set for Monthly Invoicing’ on the right.

Remove a Monthly Billing Client


To disable the monthly billing option for a client:

  1. Go to the Finance tab > ‘Monthly Invoices’
  2. Click on ‘Monthly Clients’ in the top right
  3. Click ‘Remove’ next to the name of the Organisation you want to remove from monthly billing

 

Monthly billing will be disabled for the client unless they are set up for monthly billing again.

Generate a Monthly Invoice


To generate a monthly invoice:

    1. Go to the Finance tab > ‘Monthly Invoices’

 

The following information is displayed to help identify the client you want to generate an invoice for:

Column

Description

Who Pays the Bill

The name of the Billing Location that has unbilled charges.

Organisation

The name of the Organisation the Billing Location is linked to.

Outstanding Charges

The number of unbilled charges across all cases for the Billing Location.

Previews

Provides a link to an existing preview that has been generated.

Last Invoiced

This displays the date of the last invoice that was generated for the client.

 

    2. Click on the name of the ‘Who Pays the Bill’ location that you want to generate an invoice for

 

This opens the Equinox Billing Wizard.


There are 3 steps to generate the invoice:

  • Step 1 – Currency and Discounts
  • Step 2 – Invoice Adjustments
  • Step 3 – Produce Invoice

 

Step 1 – Currency and Discounts

This step enables users to set the currency and add billing discounts for the invoice.


In additional to the usual options available at Step 1 of the Billing Wizard (See Generate an Invoice), there is a section to list each month that has unbilled charges.


Month Selection

Outstanding Charges by Month

This displays a list of every month that has unbilled charges with a count of how many charges are outstanding.
 The date that the client was last invoice is also displayed above this list.

Invoice for Month of

Use the drop down fields to select a month and year that you want to generate an invoice for.

 

Click ‘Next’ to proceed to Step 2.


For more information on Step 2 and Step 3 of the billing wizard please see ‘Generate an Invoice’.