Billing Runs

Billing Runs are Ordway’s mechanism for Invoice generation. A Billing Run will create Invoices for Fulfilled Orders and active Subscription Billing Schedules. Ordway creates these invoices based on the billing rules defined on the subscription or order’s charges.

Billing Runs in Ordway automatically generate invoices for your customers based on their configuration. For example, if you configured the billing run to Auto-Post invoices upon completion of the bill run, the process automatically posts all invoices. These invoices are then emailed to customers set up to receive emails.

Bill Runs and Batches

You can batch your customers to automatically process invoices for multiple customers at a time together. This process allows you to generate multiple invoices from a single billing run rather than manually generating billing run invoices for each customer.

Example: Use batch invoicing to create one invoice for multiple customers billed monthly for ongoing services. You can also group customers based on geography and payment methods (electronic or external) for processing invoices.

Limits

• Only one Billing Run can be running at a time.
• Deleting a Draft Billing Run is a background process, viewable in the Jobs section; but not yet available in Billing Runs.

Create New Billing Run

Note: You can create Billing Runs for single or multiple Customer Accounts. Customer Accounts must have an active Subscription with Plan Charges or an Order with a Fulfilled status for the Billing Run to create an Invoice.

Steps: 

1. Navigate to Menu > Operations > Billing Runs. 
2. Click Add Billing Run.
3. Populate the following:

• • Set Target Date – The Billing Run will generate invoices for all charges eligible to bill on and prior to this date. This includes all the charges to be billed as of or prior to the target date in the Billing Run.
  • Select Invoice Date – the date that appears as the Invoice Date on your Invoice.
  • Charge Type – lets you filter charges while creating your Billing Run. The different Charge Types include the following:
    • • • One time
        • Recurring
        • Usage

However, select all Charge Types as a best practice unless a separate process is required based on invoicing policies.

• • Filter – use optional filters based on specific invoicing policies as required.

• • Processing Options - Define additional behaviors for Invoices created by the billing run:

4. Save when finished.

Types of Billing Run

Billing Runs can be manually started (ad-hoc) or scheduled to occur at various intervals.

Ad hoc / Manually Execute Billing Run

Manually start a Billing Run once to create invoices on demand.

Scheduled Billing Run

Create a Schedule to automatically execute Billing Runs on a recurring basis. Learn more on how to Schedule a Bill Run.

Delete a Billing Run

You can delete a Billing Run only when all the invoices associated with it are in Draft status. Any invoices that have been posted and attached to a Billing Run must be reversed to allow them to be deleted.

To delete a Billing Run:

1. Navigate to Menu > Operations > Billing Runs.
2. Click Delete from the More menu for the desired Billing Run.
3. Confirm the action and click Delete.

Read Next: Invoices