Skip to main content

Generated Invoices

Navigation: More → Operations → Generated invoices (also Home → Drafts)

Web vs mobile: The full generated invoice lifecycle runs on mobile — generate, edit line tax, approve, push to Xero/QBO, email, payment link, and mark paid. Heavy batch generation across hundreds of clients is faster on BillingOne web. Line tax edits queue offline.

Generated invoices are billing runs created by BillingOne from contracts and catalog rules — distinct from accounting invoice snapshots synced from Xero.

List and Status​

Filter by status:

StatusMeaning
DraftAwaiting tax review or approval
PostedPushed to accounting or marked sent

Search by client name, invoice number, or status. Export filtered rows as CSV from the toolbar.

Deep link: billingone://generated-invoices?status=draft

Generate Invoices​

Tap Generate to run billing for eligible contracts:

  1. Choose scope — all clients, scoped client, or date range
  2. Preview run summary
  3. Confirm — drafts appear in the list

Create blank draft adds a manual draft for ad-hoc billing without a contract run.

Draft Workflow​

Typical path from draft to collected payment:

Draft → Edit tax → Approve → Push → Email → Payment link → Mark paid

1. Edit tax​

Open a draft and tap a line to change tax code or rate. Tax edits save immediately online or queue offline when disconnected.

2. Approve​

When lines are correct, tap Approve. Approved drafts are ready for accounting push.

3. Push​

Tap Push to Xero or Push to QuickBooks (when connected). The invoice receives an external ID on success.

4. Email​

Send the invoice PDF to the client's billing contact from the detail action menu.

Generate a Stripe payment link when Stripe is configured (status visible in Settings). Share the link with the client.

6. Mark paid​

Record payment in BillingOne when paid outside the link, or after Stripe webhook confirmation.

Invoice Detail​

Detail screen sections:

  • Header — client, status, total, invoice number
  • Lines — description, qty, price, tax
  • Timeline — generated, approved, pushed, emailed, paid events
  • Actions — Approve, push, email, payment link, mark paid, open in web

Permissions​

Creating and approving generated invoices requires Finance or Admin role. Viewers can browse drafts but cannot approve or push.

Filters and Client Scope​

Combine status filters with client scope when reviewing one account's billing run. The Home Draft invoices card opens the list with draft filter applied.

Tips​

  • Review tax on every draft before approve — especially after catalog tax rule changes
  • Push then email in one session while client context is fresh
  • Use payment links for faster collection on small balances
  • Open in web for multi-invoice batch approve at month-end
  • Invoices — Xero-synced accounting snapshots (downstream of push)
  • Contracts — Source of generated lines
  • Offline & Sync — Queued tax edits
  • Settings — Stripe and accounting integration status