06. Invoicing
Handles generation and management of both buyer invoices and commission invoices, supporting various invoicing scenarios while ensuring consistent processing and professional presentation.
06. Invoicing Productboard component link
06.01. Invoice Request Management
Manages the intake and processing of invoice requests from various sources throughout the organization with appropriate routing and approval workflows.
06.01.01. Invoice request processing — Handles invoice requests from various sources including booking systems, agent requests, and accounting-initiated requests. If all set-up is correct, invoices will automatically be created.
06.01.02. Multi-access point request handling — Supports invoice request initiation from multiple system access points to accommodate different workflow needs and user preferences.
06.01.03. Agent request queue management — Maintains separate queues for agent-originated invoice requests to enable prioritization and handling based on request source. Will assign to client accounting if manual intervention is required.
06.02. Invoice Generation and Formatting
Creates professional, accurate invoices based on calculated amounts from Settlement using appropriate templates and formatting for different invoice types and jurisdictions.
06.02.01. Template management and selection — Maintains library of invoice templates for different invoice types, clients, currencies, and subsidiaries, automatically selecting appropriate templates based on invoice characteristics. Templates will differ by country and legal entity.
06.02.02. Invoice formatting and layout — Formats invoice content using calculated amounts from Settlement function, ensuring desired presentation and inclusion of all required information.
06.02.03. Bank detail auto-selection — Automatically selects appropriate UTA bank account and wire transfer details based on invoice currency and client location requirements.
06.02.04. Multi-currency invoice formatting — Handles formatting requirements for invoices in various currencies, including proper currency symbols, decimal places, and regional formatting conventions.
06.02.05. Dynamic template customization — Enables customization of invoice templates for special requirements such as UK guarantee invoices or specific buyer formatting needs.
06.03. Invoice Communication and Tracking
Manages all communication aspects of the invoicing process including distribution, tracking, and follow-up activities with comprehensive documentation.
06.03.01. Facilitated communication — Enables organized and threaded communication between agents and accounting staff regarding specific invoices, maintaining conversation history and context.
06.03.02. Invoice Consolidation — Consolidates multiple open invoices into a single invoice.
06.03.03. Automatic invoice distribution — Distributes completed invoices to appropriate contacts based on booking record information or emails entered during invoice request process. Invoicing can be schedule on a periodic basis as needed.
06.03.04. Contact information management — Maintains and updates invoice contact information.
06.03.05. Days elapsed tracking — Tracks time elapsed since invoice generation to support follow-up activities and aging analysis for collection purposes with alerts once certain thresholds are hit.
06.03.06. Communication history maintenance — Maintains history of all invoice-related communications, decisions, and actions for reference and audit purposes.
06.03.07. Documentation maintenance — Preserves all invoice-related documentation and correspondence for future reference and compliance requirements.