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Billing Run : Overview

Understanding the Billing tab, Billing Runs.

A Billing Run turns everything that happened in a sale into Invoices and RCTIs - working out what each buyer owes and what each vendor is paid, ready to review, send, and optionally export and sync with Xero.

Before you start

  • The Billing tab only appears on a sale if you have the Billing permission. Sundries needs Manual Charges permission, and Export needs Billing Run permission - you may see fewer steps than described here depending on your role's permissions.
  • On mobile, only the Sundries step of Billing is available.
  • Reference Sales skip straight to Review and don't show the full stepper, since they're an information record only, invoiced externally.

Create a Billing Run

If no Billing Run exists yet for the sale, the Overview step shows Create one now.

  1. Select Create one now.
  2. Choose the Rulebook that defines how charges are calculated. This can't be changed later.
  3. Adjust the auto-suggested Name if you want.
  4. Save.

Result: A new Billing Run is created with status Draft, and the stepper becomes available.

⚠️ Only ever create more than one Billing Run for the same sale if you're certain you need to - the app warns that multiple runs can cause export and data issues. It's rarely a good idea to do so.

The five steps, at a glance

Step What it's for Resources
Overview Check ledger entries and warnings, and re-run the calculation if sale data has changed. Read more
Sundries Add manual, one-off charges. Read more
Review Check and approve what's about to be charged before it goes out. Read more
Send Email Invoices and Account Sales/RCTIs to buyers and vendors. Read more
Export Push finished documents to Xero or export to a file for other accounting systems. Read more

The Money section or a business's Transactions section

Every Invoice and Account Sale/RCTI a Billing Run produces shows up automatically in the Money section and a Business' Transactions table.

  • The standalone Money screen (sidebar) shows billing documents across every business and Sale.
  • The Transactions tab on a Business record shows the exact same data, filtered to just that business.

From either view you can open, edit, or resend a document, and its status updates live as it moves through Review, Send, and Export. Editing ledger entries or regenerating a document is only possible while its Billing Run is still Draft - once the Billing Run is Finished, those actions are disabled everywhere.

Troubleshooting

The Billing tab doesn't appear on the sale at all. This is permission-based - you need the Billing feature enabled for your role.

You can't delete a Billing Run. If any of its documents have already been exported to an active record in Xero, void or delete them there first - the app lists exactly which documents are blocking the delete.