What is a Billing Run?

A Billing Run defines the scope of what you want to invoice, either by a specific date range (e.g., all time and expenses from the past month) or by using filters for specific criteria (e.g., invoicing only mileage expenses).

Use Cases for Billing Runs

• Monthly Billing for Time and Weekly Billing for Expenses: Use filters to schedule billing runs based on recurring needs.

• Separate Invoices by Purchase Order Number: Track PO numbers at the budget level and split invoices accordingly using custom fields.

• Invoice Specific Expense Categories: Create formula fields to separate expense categories like mileage from other travel expenses.

Create a Billing Run

Step-by-Step Guide:

1. Navigate to the Billing Run Tab

   1. Select “New” to create a new Billing Run.

2. Define the Parameters

   1. Start and End Date: Specify the time frame for billing.

   2. Billing Run Filters: Customize your invoicing scope using filters:

      1. Separate Timesheet and Expenses: Splits time and expenses into separate invoices for each customer.

      2. Include Prior Unbilled Items: Ignores the start date to include all unbilled items before this date.

      3. Filter: Select a pre-defined Billing Run Filter to narrow down invoicing.

   3. Save and Generate Invoices

      1. Click “Save” to set the Billing Run in “Draft” status.

      2. Select “Run” to generate invoices. Processing time will depend on the number of invoices.

      3. Refresh the page to view the generated invoices.

Criteria for Timesheets and Expenses to be included in a Billing Run

The Billing Run will include Timesheets and Expenses for the period defined and matching your Billing Run Filters. There are some standard filters applied:

• For Timesheet Entries or Activities to be included in the Billing Run they must:
  • Be associated with a Time Code that is both Billable and Contribute To Revenue.
  • Be associated with a Timesheet Line that is Approved
  • The Timesheet Entry Billing Status should be blank.
• For Expenses to be included in the Billing Run they must:
  • Be associated with a Billable Expense Category
  • Be in an Approved Status.

NOTE: The default criteria Timesheet Entry Billing Status will be set to "Sent" when the Invoice is marked as "Sent". For more control over the scope of the Billing Run use the "Global Query Conditions".

Billing Run Filters

Billing Run Filters allow you to invoice specific time or expenses based on your unique needs. Examples include:

• Performing monthly time billing and weekly expenses billing.

• Invoicing specific accounts or projects with multiple activities.

Creating a New Billing Run Filter

1. Navigate to the Billing Run Filters tab and select “New.”

2. Provide a Name for the filter and set it as Active.

3. Define filter criteria based on your needs:

   1. Include Time: Excludes timesheet entries if unchecked.

   2. Include Expenses: Excludes expenses if unchecked.

   3. (Optional) Account, Project, or Phase: Filters data for a specific account, project, or phase.

   4. (Optional) Use Advanced Filter Criteria with SOQL Conditional Expressions for detailed filtering.

Advanced Filter Criteria

Advanced Filter Criteria are made available to provide even more control. Each of these optionals fields allow you to provide a SOQL Conditional Expression to filter the scope of each record. This provides a flexible way to filter records using the capability of SOQL. Your conditional expression will be applied when filtering records.

Delete and Re-run a Billing Run

You may perform a Billing Run and find that some time has not been approved so was not included in the Billing Run. If the Invoices remain in Draft Status then the Billing Run can be deleted which will subsequently delete the Draft Invoices in the Billing Run. If any of the Invoices were moved from Draft then the Billing Run can still be deleted but Invoices in a non-Draft status will not be Deleted.

Once your Billing Run has been deleted you can re-run your Billing Run.

Billing Run Settings

Billing Run has some org-wide settings that can be configured by a Salesforce Admin. Navigate to Setup > Custom Metadata Types > Billing Run Settings.

NOTE: When creating the Billing Run settings the Name MUST match the documentation below however the Label may differ.

Split Invoices By

This setting allows you to define a Custom Field on each Invoice Element Object (Timesheet Entry, Timesheet Activity and Expense) that will act as a Unique Field and force the Billing Run to separate the records across multiple Invoices.

Use Cases:

• Separating Invoices for different Purchase Order Numbers: If you are delivering work across multiple POs you may want to track the PO Number at the Budget. As Tasks are delivered against a Budget and time is recorded then there is a link from the Timesheet to the Budget. Creating a formula field on the Budget will allow you to split the Time into different Invoices based on the PO Number on the Budget.

• Separating different Expense Types: If you want to invoice certain Expense Categories separately e.g. Mileage from other Travel then you can add Formula field on the Expense.

NOTE: The field on the Entry, Activity, and Expense MUST have the same API Name. 

Global Query Conditions

Allows for an org-wide SOQL Conditional Expression to filter the scope of Timesheet Activities. This can be used to implement custom rules for what should be included in the scope of a Billing Run.

Billing Run Package

Billing Run is an add-on for Precursive customers who use Precursive Billing. Billing Run is distributed as a Managed Package that will need to be installed into your Salesforce org.

How to Install Billing Runs

For access to Billing Runs contact Support.

How to Configure Billing Runs

Once installed, assign the "Billing Run User" Permission Set to an appropriate set of Users or Permission Set Group. This will allow you to start using Billing Run immediately.

Billing Run Package Components

Component Name	Description
Billing Run	A Billing Run defines the scope for what you want to invoice and generate the Invoices. Invoices generated from a Billing Run are linked to that Billing Run.
Billing Run Filter	Billing Run Filters can be used by a Billing Run to invoice for specific Time or Expenses based on your own process and needs.
Timesheet Entry	New fields added to the Timesheet Entry to indicate the Billing Status and the non-draft Invoice for the Entry. Billing Status (plabs_billrun__billingStatus__c) Invoice (plabs_billrun__invoice__c) Invoice Line (plabs_billrun__invoiceLine__c) Invoice Element (plabs_billrun__invoiceElement__c)
Timesheet Activity	New fields added to the Timesheet Activity to indicate the Billing Status and the non-draft Invoice for the Activity. NOTE: Timesheet Activity has been deprecated from Precursive 2.0. Billing Status (plabs_billrun__billingStatus__c) Invoice (plabs_billrun__invoice__c) Invoice Line (plabs_billrun__invoiceLine__c) Invoice Element (plabs_billrun__invoiceElement__c)
Expense	New fields added to the Expense to indicate the Billing Status and the non-draft Invoice for the Expense. Billing Status (plabs_billrun__billingStatus__c) Invoice (plabs_billrun__invoice__c) Invoice Line (plabs_billrun__invoiceLine__c) Invoice Element (plabs_billrun__invoiceElement__c)