Client Invoice Process with Bill & Pay

While printing client invoices to final, Ajera will identify if you have the Bill & Pay integration enabled and if Bill & Pay is enabled, Ajera sends those invoices to Bill & Pay.

If the invoice has a zero amount or nets to zero because of an applied prepayment, the invoice will not be sent to Bill & Pay.

If the Ajera client does not exist as a customer in Bill & Pay, the customer record will be created.

Sending Final Invoices to Bill & Pay

When final invoices are printed, the following information is sent to Bill & Pay and a record in Bill & Pay is created:

• Client
• Invoice Number
• Invoice Date
• Outstanding Amount
• A PDF copy of the final invoice produced in Ajera

If you select to include backup attachments during the printing process, backup attachments are not sent to Bill & Pay.

Bill & Pay sends a unique Pay Now URL that is then associated with the final invoice(s). If the email invoice template associated with the client includes the Pay Now URL, the URL will also be included in the email invoice.

If using multi-company, the Pay Now URL returned is associated with the Bill & Pay company set up for the project's company.

Changing a final invoice status

If you change the status of a final invoice to Draft or Reissue, you will receive a message asking you to verify all payments have been imported from Bill & Pay before you change the status of a final invoice to ensure the data between the two systems is kept in sync.

If payments have been made on that final invoice, Ajera will continue to make that payment a prepayment. The payment record in Bill & Pay will be removed and when the prepayment is applied to an invoice in Ajera, the payment will be created again in Bill & Pay.

When the status has been changed from Final or Reissue to Draft, the invoice record in Bill & Pay will be deleted. When a new final invoice is created, a new Pay Now URL will be created for the invoice. If the payment made in Bill & Pay was part of a payment that included multiple invoices, each invoice will need to be changed to Reissue or Draft to remove the payment in Bill & Pay.

Changing a Reissue invoice to Final

When a reissued invoice is changed to Final, the new final invoice information will be sent to Bill & Pay. This includes the invoice amount, outstanding balance, invoice number, invoice date, and the PDF. The original Pay Now URL sent to the client will still work.