Managing Invoices

An Invoice is a financial document issued to an Account after the end of a Billing period that indicates Subscriptions consumed during this Billing period. Depending on the payment model and how they are closed, Invoices have their specifics, but any Invoice has the following information:

• Charges for Subscriptions with the close dates within the previous Billing period.
• Subscriptions with the same Billing day consumed during the previous Billing period.
• Corrections marked as to be included in an Invoice and approved during the previous Billing period.

In this article:

Invoices for the Prepay model

Invoices for the Prepay model are generated for Subscriptions consumed during the previous Billing period and already paid. Invoices for the Prepay model are used only to inform an Account about the used Subscriptions, closed Charges, and Corrections approved in the previous Billing period.

Invoices for the Postpay model

Invoices for the Postpay model are generated for Subscriptions consumed during the previous Billing period but not yet paid. Therefore, besides the information about the Charges and Corrections, Invoices for the Postpay model include information about the used Subscriptions and Payments for these Subscriptions to be completed. When a Payment linked to an Invoice is not completed timely, all Subscriptions linked to the Invoice are blocked. After completing an expired Payment, all Subscriptions linked to the Invoice are automatically activated.

Invoices for the Postpay model can be managed by the platform itself or externally, by a third-party ERP system. In the case of external management, the following logic is used:

1. The platform generates an Invoice for the Postpay model.

2. The third-party ERP system approves the Invoice for the Postpay model and optionally attaches a PDF file of a receipt.

   Until the third-party ERP system approves the Invoice for the Postpay model, the Invoice is considered as unproved. For an unproved Invoice for the Postpay model, the linked Payment does not have the due date and cannot be paid. Saving the Invoice for the Postpay model to a PDF file is not available too.

   Documents generated and attached by a third-party ERP system are displayed in the Closing documents section (see Managing Closing documents) with the Invoice (vat) type.

   If a third-party ERP system did not attach a file, the platform generates the standard PDF form for the Invoice for the Postpay model (see Saving an Invoice in PDF).

3. After receiving Payment, the third-party ERP system completes the Payment linked to the Invoice for the Postpay model.

Invoice issuing

Usually, Invoices are closed by the platform and issued to an Account on the second day of the next Billing period. When an Account has several Subscriptions with the same Billing day, a single Invoice is generated for all these Subscriptions.

For Subscriptions to some Services like Microsoft Azure Plan and Google Cloud Platform, before closing an Invoice, it is necessary to wait until a Vendor provides information about the Subscription consumption during the previous Billing period. The exact day when the information is ready may differ from period to period. In such cases, depending on the Account settings, a separate Invoice for every Subscription can be issued or a single Invoice for all Subscriptions that have the same Billing day, the same payment model, and are ordered to the same Service. Invoices are issued with a delay about a week after a Billing day.

Operations with Invoices

The following operations with Invoices are available:

• Viewing the List of Invoices
• Saving an Invoice in PDF
• Viewing details of an Invoice for the Prepay charging model
• Viewing details of an Invoice for the Postpay charging model
• Paying for the Subscriptions included in an Invoice for the Postpay charging model