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Submit Draft Invoices for Approval in Batch Billing

You can use Batch Billing to submit multiple invoices for approval at one time.

This applies when you turn on the invoice approval feature and a project has an approval process selected in its billing terms. Billing invoices must be submitted for approval and then approved before they can be final accepted and posted.

Alternatively, you can submit invoices for approval one at a time in Interactive Billing.

To submit invoices for approval in Batch Billing:

  1. In the Navigation pane, select Billing > Batch Billing.
  2. On the Billing Session Options dialog box, select options for the batch, such as the invoice date and the bill-through date or period for the transactions to bill, and click OK.
  3. On the Invoice Creation tab of the Batch Billing form, in the Run Type section, specify a description for the run, and select Draft and Submit (for Invoice Approvals).
  4. In the Project Selection section, select whether or not you want to include only invoices to be submitted for approval in the batch or all projects regardless of whether or not they are required to be approved.
    Select one of these options:
    • Include Only Projects with Approvals Enabled: This includes only invoices to be submitted for approval in the batch.
    • Include All Selected Projects: This includes invoices for all projects, including invoices to be submitted for approval and invoices that do not go through an approval process.
    If you have different printing requirements for invoices that require approval and invoices that do not require approval, you can run them in separate batches.
  5. In the Project Selection field of the Project Selection section, select the projects for which you want to process invoices.
  6. Select other options on the Invoice Creation tab, based on whether or not you want to include only invoices to be submitted for approval in the batch.
  7. To process the batch, click Create Invoices on the actions bar on the Batch Billing form.
  8. On the Billing Comments dialog box, enter a comment to apply to all invoices to be submitted in the batch and click OK.
    Comments example: "Please review and approve the invoices by Friday, March 6th."

    If you need to add different comments for a particular invoice:

    1. After you submit the invoices for approval in Batch Billing, go to Interactive Billing or Draft Invoice Approvals in the Projects hub.
    2. Open the project whose comments you want to edit.
    3. In the Draft Invoice Information section on the General tab, in the Draft Invoice Comments field, click More to update the submitted comments for the particular invoice.
  9. On the Schedule dialog box, complete the information to submit the invoices now or schedule them to print automatically at a future time, and click Schedule.
    When the invoices are submitted:
    • An alert is sent automatically to approvers if the approval process for a project has been configured to send alerts. The alerts include a hyperlink to the Invoice Approval application in Billing.
    • Submitted invoices are available to review in Invoice Approvals and Interactive Billing in the Billing application and in Draft Invoice Approvals in the Projects hub.
    • If you have Use Markup on Draft Invoices set to Yes on the Options form in Settings > Billing > Options, a PDF file of the draft invoice displays on the Draft Preview tab in Draft Invoice Approvals in the Projects hub and in Interactive Billing. Approvers can directly mark up the PDF with annotations and comments to communicate invoice changes for the biller to make before the biller accepts and sends the final invoice to the client. The PDF also includes supporting documents and the Billing Backup report if these are selected for inclusion with a project's invoice per the project's billing terms (on the Billing Backup tab in Billing Terms). In Batch Billing, the Billing Backup option in the Override Billing Terms section of the Invoice Creation tab also affects whether or not the Billing Backup report will be included in the PDF.
    • The invoices are available to print on the Invoice Archive tab in Batch Billing.