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Invoices

• Why do no invoices show up when I select a date range?
• How do I view the purchases for an invoice?
• Can I save my invoice as a PDF?
• Why are the invoice totals different than expected?
• Why does my invoice preview give an error?
• Can I remove the Tally check from my invoice?
• Can Tally miss an error on the invoice?
• How can I identify and resolve a Tally error?
• Why does my invoice seem to be stuck in the pending status?
• Can I reopen an approved invoice?
• How can I credit my customer?
• Why can I not approve an invoice?
• How do I set invoice approval process to fit my specific needs?

Why do no invoices show up when I select a date range?

In CloudBilling, there are multiple time settings that can influence the invoice dates, such as the environment time zone, customer time zone, and user time zone. This is why some dates belonging to the invoices may fall outside of the range you are selecting.

To ensure that you are selecting the correct invoices in CloudBilling, we suggest adding a few extra days to your selection. For example, if you are looking for September invoices, you can select the 29th of August as a start date and the 2nd of October as an end date. This will help to ensure that you capture all of the invoices that fall within the selected time period.

How do I view the purchases for an invoice?

f you need to view all of the purchases that are connected to a specific invoice in CloudBilling, you can do so by following these steps:

1. Go to the invoice screen and select the specific invoice you want to view.
2. Look at the Summary table located on the right side of the screen.
3. The last row of this table will include a link that says “View all purchases”. Click on this link to open a list of all the purchases that are connected to that specific invoice.

By following these steps, you can easily view all of the purchases that are associated with a particular invoice in CloudBilling. If you have any further questions or need more information, please don’t hesitate to reach out to our support team .

Figure FAQ Invoices 1: Invoice Purchases

Can I save my invoice as a PDF?

1. Go to the specific invoice you want to download.
2. Click on “Transformations” located on the right side of the screen.
3. Select the corresponding transformation you want to use from the dropdown menu and click “Execute”.
4. Wait for the transformation to complete. You can refresh the page to check the status of the transformation.
5. After the transformation is complete, you can download the PDF from the same page by clicking on the transformation name in the list, or by going to the transformation results tab when hovering on the “Invoices” text on the main menu bar.

Figure FAQ Invoices 2: Transforming the invoice

You can also transform multiple invoices to PDF at once by following these steps:

1. Go to the invoice menu and select the invoices you want to transform to PDF by clicking on the checkbox next to each invoice.
2. Once you have selected all the invoices, click on the “Transform” button located at the bottom of the screen.
3. Select “invoice” from the dropdown menu.
4. Wait for the transformation to complete. You can check the status of the transformation by going to the “ Transformations” tab.

Figure FAQ Invoices 3: Transforming multiple invoices

Why are the invoice totals different than expected?

There may be multiple reasons why the invoice numbers are not as expected. If you suspect an issue, we suggest reaching out to us via the support portal using this link or sending us an email.

Why does my invoice preview give an error?

CloudBilling can specify some types of the errors the invoices have. These can be Tally errors and the Pricing Rule errors. For all the errors, do not hesitate to contact us via our customer portal using this link or sending us an email.

You can find the description on the invoice error types below:

Tally error

If you see “Tally” mentioned on the error screen, it means that the sum on the invoice itself does not correspond to the Pricing Rule total. This can be caused by many things, including:

• Incorrect Pricing Rule logic is applied or there was a Pricing Rule change.
• Purchases are missing required metadata and not displaying correctly on the invoice.

Tally is a powerful tool that helps CloudBilling identify whether there is an issue with the invoice. See some more information on tally in our Documentation

Pricing Rule error

If your invoice is displaying a pricing rule error, go to the ‘Details’ tab of the invoice. You can drill through the pricing rules with the red sign to the rull that has the red background and see a complete error description.

Other invoice errors

Some errors do not display a concrete description on the invoice preview. Just as with the cases above, feel free to reach us about the error via our support channel or by sending us an email.

Can I remove Tally check from my invoice?

In CloudBilling, Tally is embedded into the invoice template and cannot be removed from it. This is because Tally is an integral part of the invoicing process, and is necessary for ensuring the accuracy and consistency of your invoices. Tally helps to ensure that the total amount of the invoice matches the sum of the individual line items, and is an important tool for maintaining the integrity of your billing records.

Can Tally miss an error on the invoice?

While Tally is designed to account for the numbers displayed under the pricing rules and on the invoice in CloudBilling, it is possible that Tally may miss invoice errors when new pricing rules, products, or categories are introduced. This can happen because Tally is given a specific range of fields that it needs to calculate, and may not be able to account for all potential changes.

For example, Tally may compare the Pricing Rule result total (available via the “Details” tab on the invoice page) against the sum of all subcategories on the invoice itself. If there is a duplicate pricing rule, its sum may go into the total for the invoice, and Tally may ignore it.

If you suspect that there may be errors in your invoice that are not being captured by Tally, we recommend reviewing the invoice carefully and checking for any discrepancies or errors manually. You can also reach out to our support team for assistance in identifying and resolving any issues with your invoices in CloudBilling.

How can I identify and resolve a Tally error?

If you encounter Tally errors in CloudBilling, there may be several reasons why they are occurring. We always advise contacting our support team for assistance in resolving any issues with Tally errors.

However, if you wish to try and identify and fix the Tally error yourself, here are some tips on how to do so:

• Tally errors typically involve misaligned numbers. For example, the sum of subtotals from categories may not be equal to the Total excluding VAT. This can help you identify where the numbers may be wrong.
• Click on ‘Show the invoice anyway’ on the preview to see which exact numbers are misaligned. Pay attention to the totals and subtotals.
• Check if you have made any recent changes to the pricing rules, and if any billing output tags are missing.
• Check if you have made any new products or product clusters that may be related to this invoice.
• Check for any purchases on the invoice. See if any of the purchases have missing metadata, incorrect quantities, or overrides.

By following these steps, you can help to identify and resolve Tally errors in CloudBilling. If you require further assistance or have any further questions, please don’t hesitate to reach out to our support team for help via our customer portal or send us an email.

Why does my invoice seem to be stuck in the pending status?

In CloudBilling, it usually only takes a few minutes for an invoice to recalculate. However, there are several reasons why an invoice may remain unchanged for an extended period:

• There is a global or customer-specific pricing rule change that causes all open invoices to recalculate.
• The invoice contains a large number of purchases.
• There are purchases being imported that cause customers to be “locked”. The invoice will not recalculate until all customer-related purchases are imported.
• The connectors are currently running, which can impact the calculation time of invoices.

If you are experiencing delays in the recalculation of your invoices in CloudBilling, we suggest waiting for a little longer to see if the issue resolves itself. If the invoice remains in a pending state for longer than 1 hour, we suggest reaching out to us via the support portal using this link or sending us an email.

Can I reopen an approved invoice?

It’s important to note that once an invoice has been approved or closed in CloudBilling, it cannot be reopened. The approved and closed states are considered finished states, which means they cannot be moved to any other states.

If you have made a mistake on an invoice that has already been approved or closed, you can create an ad-hoc invoice with a credit or correction to address the mistake. This will ensure that the correct charges are reflected on the customer’s account and that your billing records remain accurate. If you have any further questions or need more information, please don’t hesitate to reach out to our support team for assistance.

How can I credit my customer?

To credit your customer in CloudBilling, you can follow these steps:

1. Create an ad hoc invoice for the customer by going to the ‘Invoices’ tab and clicking on ‘New Invoice’.
2. Once the invoice is created, go to the ‘Purchases’ tab and create a new purchase.
3. In the ‘Override Price’ field of the purchase, enter a negative value to reflect the credit or correction that you want to apply to the customer’s account.
4. Save the purchase and make sure that the correct pricing rule is applied to it.
5. Once you have created the purchase, you can save the changes and the credit will be reflected on the customer’s account.

Why can I not approve an invoice?

If a user is unable to approve an invoice in CloudBilling, there may be a few reasons why this is happening:

• The user does not have the necessary rights to approve invoices. In this case, you should contact your internal administrator to request the appropriate permissions.
• The invoice is currently in a pending state. In this case, you should wait for the invoice to become open again before attempting to approve it.
• The invoice from the previous period is not closed or approved.

How do I set invoice approval process to fit my specific needs?

In CloudBilling, you can view and manage your invoice approval process by following these steps:

• Click on the settings tab (cogwheel icon) located on the top right-hand side of the screen.
• Click on “Invoice Approval Process” to access the invoice approval settings.
• Here, you can view and manage the approval process settings for your account.

Please note, that only users with specifc rights can view and adjust the invoice approval process

Creating a new invoice approval process will allow you to adjust the steps required for invoice approval and all the relevant user groups involved in these steps.

Figure FAQ Invoices 5: Invoice Approval Processes Screen

If you have difficulties setting up the invoice approval process, we suggest reaching for our help via our customer portal using this link or sending us an email.

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