Help CenterAtera Billing enables you to track your IT support services and expenses, and easily create, customize and send invoices. Easy-to-use flexible invoicing, and convenient accounting software integrations make it simple for you to get paid faster.
This article describes how to create an Invoice Batch.
To create an Invoice Batch:
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1. From the side panel, click Billing |
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The Billing page appears.
2. Click New invoice batch |
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The Create Invoice Batch page appears. |
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Note: The first time you use the billing module, it may take a few moments to build your initial contract list. |
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Billing Page Explained:
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| Columns: |
| Name | Description |
| Customer Name | The name of the customer |
| Contract Name | The name of the contract specific to the customer |
| Contract Type | The type of contract (This will effect billing behaviour) |
| Total Balance | The total amount currently due from the customer contract |
| Selected Balance | The balance that you will bill the customer for in this batch |
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Batch Details: |
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| Item | Description |
| Bills To Create | Auto-updates based on selected contracts |
| Unbilled Tickets | Auto-updates — The number of customer tickets in the current batch that are yet to be billed |
| Hours Worked | Auto-updates — The total number of Ticket Hours worked in this billing batch |
| Billable Amount | Auto-updates — The total amount to be billed in this batch |
| Tax | Auto-updates — The total tax amount on all selected contracts in the billing batch. If 'Taxable' checkbox is enabled at contract level tax will be automatically added to the billed amount for THAT CONTRACT ONLY |
| Total | The total amount of the current billing batch (Billable Amount + Tax) |
| Form Elements | |
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A white box indicates that the contract can be selected for inclusion in the billing batch |
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A black lock indicates that the contract cannot currently be selected for inclusion as it is still in an open contract period i.e. it is not 'ready for billing' |
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The blue lines expand the details of the contract and allow you to include or exclude specific items from the billing batch |
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You can filter the list of contracts based on:
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3. Select contracts for inclusion by clicking the white boxes; the boxes will turn black to indicate the items have been selected. |
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Note: The Batch Details will update as you select items. |
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4. Click the expand icon, next to each selected contract, to view details. |
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The expanded contract view displays. |
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Note: All currently due items are auto-selected based on the contract; this includes any overdue and currently-due items that are ready to be billed. |
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| 5. Review Batch Details. | ||
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| 6. Enter a batch name in the Save As field. | ||
| 7. Click Run. | ||
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The invoices are displayed. |
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Note: Use the Delete button to remove any unwanted invoices from the batch. |
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8. Under Batch Details box select if you would like One invoice per customer (a consolidated invoice). |
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9. Click Generate Invoices. The invoices display. |
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| You can view and edit individual invoices by clicking Edit next to the invoice you wish to view. | ||
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The invoices are completely flexible and can be fully edited, turned into PDFs, saved, exported, printed or emailed to customers, by clicking on the dropdown menu buttons, at the bottom of the invoice. |
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10. To export the entire invoice batch click Export. |
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The Export Invoices page appears. |
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Note: If you've set up a billing integration (with QuickBooks Online or Xero) in Atera, then your invoice batch automatically exports to your integrated accounting software. 11. Select the export destination: QuickBooks, Xero, or CSV |
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12. An .IIF or a Xero .CSV file will be downloaded. |
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Note: You can also export a billing batch as a CSV file (see below). It contains a unique customer identifier (‘Business Number’) and a product identifier (‘SKU’).
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Liron Hanania