Do a bulk billing run - multi user

Within billing teams, it’s common to have agents or account managers responsible for specific buildings, communities, or sites. These agents often need flexibility in how and when billing is carried out, as different properties or customer groups may operate on varying schedules. For example, a large residential complex might require invoices to be generated at the start of the month, while a commercial site may prefer mid-month billing aligned with their internal accounting cycles.

To support this, billing systems should allow agents to configure tailored billing schedules for the customers or locations they manage. This includes setting different billing dates, frequencies, and even times of day for invoice generation. Such flexibility ensures that billing aligns with customer expectations, contractual obligations, and operational workflows, ultimately improving accuracy, customer satisfaction, and efficiency within the billing team.

To perform a multi-user billing run, first complete Steps 1 and 2 in Do a bulk billing run, then proceed with Step 3: Multi-user invoicing below.

How It Works

1. User A selects their buildings
   - Choose the buildings (eg A, B, and C) they are responsible for.
   - Run the transaction process for those buildings.
2. Transactions are processed
   - Transactions must still be run by one user at a time.
   - However, the process is quick (typically under 1 minute).
3. User B runs their transactions
   - Once User A’s transaction run is complete (status = Finished), User B can proceed.
   - User B selects a different set of buildings (eg D, E, and F).
   - Run transactions for those selected buildings.

Key Benefits

No overlap or rework: Each user’s transaction run only applies to the buildings they selected.
Data integrity maintained: Previously completed transactions (eg User A’s) are not affected.
Improved efficiency: Multiple users can complete billing runs in sequence with minimal wait time.

This workflow enables billing teams to divide work across users while keeping processes fast, controlled, and accurate.  Users can confidently re-run transactions and approve exceptions, knowing that any subsequent runs by others will only affect their selected buildings and will not impact their own.

Step 3: Multi-user invoicing

Invoices can be generated from the run scheduled tasks dashboard screen.  Select DAILY Transaction Run and click the Run button.

In the DAILY Transaction Run pop-up, choose Selected Buildings, then tick the buildings (communities or sites) you want to include in the invoice run, and press Run.

Tip: You can keep an eye on progress by refreshing your screen and waiting for the task to say "Finished."

This will take anywhere from 1 to 60 minutes to complete, depending on the size of the invoice run. Each PDF typically takes 1 to 10 seconds to be produced. 

Running this process will:

1. Generate invoice PDF's for each customer in on the billing cycle.  These appear in your invoices\<invoice_run> folder.
   
   
   Within the invoice run folder, two sub-folders will be displayed:
   EMAIL are the invoices that will be emailed automatically.
   POSTAL are the invoices that will need printing and posting.
   
   
2. Import the invoices into the accounts receivable and update the customer's balance.
   
   
    
3. Queue email to be sent in the new and undelivered email messages dashboard screen for approval to be sent.