This guide walks you through the complete recurring billing process from start to finish within the system. It is designed for billing staff who need to generate, review, post, email, and print recurring invoices.

This training focuses on Recurring Billing Services (monthly, quarterly, annual, etc.).

Important: Roll-off and on-request services follow a different workflow because disposal tickets and work order reviews must be completed before billing.

The recurring billing process follows these main steps:

This is where all recurring billing cycles begin.

Billing Profiles determine:

Examples:

Choose the billing cycle you are currently generating invoices for.

If it is currently May:

Some companies bill further ahead:

The system allows:

⚠️ Be careful deleting older invoices. If an invoice is outside the 6-month window, it may not be possible to recreate it.

After selecting the Billing Profile and Billing Period:

The system will populate:

Typically:

Optional:

Useful for:

Not recommended for:

Click:

You will then review several settings.

The system defaults to:

You may manually change the invoice date if needed.

Examples:

This option skips customers with no charges.

Use this when:

This option is enabled by default.

If late fees are used:

If late fees are NOT used:

Late fees only apply to:

You cannot apply late fees while billing a past cycle.

Click:

The system will begin generating invoices.

You may see statuses like:

Wait until:

If invoices remain stuck:

After invoices generate, the system redirects you to the Invoices tab.

If filters disappear:

This is very common for new users.

Always filter by:

This prevents accidentally editing or posting the wrong invoices.

Many companies separate:

This is usually done using:

Example tag:

Filter invoices using:

Examples:

After grouping:

This changes invoices from:

The invoices are now live and ready to print/mail.

Once paper invoices are posted:

Example:

This will:

Invoice Groups allow bulk printing and exporting.

Before printing:

This prepares invoices for:

Available options:

Prevents:

The system automatically divides large groups into smaller print batches.

Options include:

Customizations:

Used when:

The JSON file contains:

✔ Apply filters first
✔ Process paper invoices before email invoices
✔ Use invoice groups
✔ Wait for all invoices to finish generating
✔ Verify statuses before posting
✔ Use clear invoice group names
✔ Refresh the page during generation

✘ Post invoices without filters applied
✘ Forget to separate print vs email customers
✘ Delete old invoices without checking the billing period limits
✘ Assume invoices disappeared if filters reset
✘ Leave invoices stuck in “Generating” without regenerating them
✘ Open too many browser tabs simultaneously

☐ Verify correct billing profile
☐ Verify correct billing period
☐ Confirm invoice date
☐ Apply correct filters
☐ Review customer count

☐ Select all intended customers
☐ Review $0 invoice setting
☐ Review late fee setting
☐ Create invoices
☐ Refresh until all invoices finish generating

☐ Filter paper customers
☐ Create invoice group
☐ Post drafts to unpaid
☐ Generate bulk print data
☐ Print/export invoices

☐ Filter remaining draft invoices
☐ Create invoice group
☐ Post & email invoices
☐ Verify email processing completes

☐ Confirm invoices moved to unpaid/paid
☐ Confirm no invoices remain stuck generating
☐ Confirm print batches completed
☐ Confirm invoice groups created properly

The recurring billing workflow is:

Following these steps consistently helps prevent billing errors and keeps invoice processing organized and efficient.