Billing

The document lifecycle

Billing connects customer records, services, billing periods, due dates, documents, and payments. It is not an isolated area: an incorrect customer or service value can flow into the invoice, electronic file, and customer communication.

The operating path normally covers customer verification, accrued services or billable items, document creation, line entry, tax checks, saving, possible XML generation, collection, and reconciliation.

Where to start

The customer Invoices tab lists proformas, invoices, and credit notes. The fiscal-year filter limits the list, while the summary calculates document count, net, VAT, and gross amounts.

The same page contains Billable items. These are entries prepared for later billing and must not be confused with issued documents.

Choose the document type

New document offers Proforma, Invoice, and Credit note. The choice changes numbering and accounting meaning. Do not use a credit note merely as a negative invoice, and do not treat a proforma as a tax invoice.

In the example, Invoice was selected. ISP Billing proposed the invoice series, next fiscal-year number, current date, and a thirty-day due date; each value still requires an operator check.

Initial document data

Before the first save, check the customer, document type, number, year, issue date, due date, and payment mode. Payment mode describes the expected channel; it does not record that payment has occurred.

Save and continue creates the header and opens the full editor. The document now exists even when its lines are empty, so do not leave it unintentionally at zero.

Customer tax data

The editor displays customer type, name, tax identifiers, SDI/PEC, address, and primary email. Verify these values before producing XML or sending the document.

Use Update data deliberately when the customer record was corrected after document creation.

Enter document lines

Each line includes quantity, product code, descriptions, net amount, discount, tax rate, gross amount, and total. A useful description identifies both the service and billing period.

For example, a quantity of 1 with a €40.00 net unit price and 22% VAT produces €8.80 tax and a €48.80 gross amount. Always let the form recalculate the totals and verify rounding instead of copying the example values into an unrelated document.

Net, VAT, and gross

Check both monetary inputs on the line. In the tested interface, after entering the net value the gross field also had to be verified before the summary updated from zero to €48.80. Confirm subtotal, VAT by rate, and total.

Also compare Invoice total and Balance due. Do not send or collect a document while these values disagree.

Saving and the Unpaid state

Save changes stores header and lines. A document without associated payments remains unpaid and its balance equals its total.

“Credit card (Stripe)” identifies the intended payment channel; it does not make the invoice paid. Status changes only after a valid collection or accounting entry.

Payments, instalments, and references

The Payments area accepts amount, mode, date, transaction reference, and notes. Use it for a real, reconcilable collection, not to simulate customer intent. The reference should trace back to the gateway, bank, or cash record.

Use payment instalments when the balance is split across due dates. Instalments must add up to the document total.

Document actions

The editor provides PDF, download, communication, duplication, collection, and deletion actions. Some affect only format or delivery; others have permanent administrative effects.

Generate XML prepares the electronic document, but generation, validation, and transmission are separate events and must be tracked independently.

Core settings, supplier, and numbering

Before issuing documents, configure the supplier identity printed in invoices, fiscal identifiers, registered address, contacts, document series, current year, next number, payment terms, due-date behavior, PDF template, logos, and standard texts.

Reconcile every numbering change with the fiscal year and the last document actually issued. Test a draft PDF with long customer data and several lines, inspect page breaks and totals, and keep commercial wording separate from mandatory fiscal data. A new annual sequence must not overwrite, duplicate, or silently skip identifiers required by the organization’s process.

VAT rates and fiscal nature

Configure every VAT rate with its percentage, description, fiscal nature or exemption information where required, and the behavior expected by electronic invoicing. Use the same approved definition consistently in customer defaults, services, billable items, and manually entered lines.

Test documents containing one and several rates and verify taxable base, tax, gross total, rounding, XML mapping, and PDF wording. Do not delete or repurpose a rate already referenced by issued records; create a new version when fiscal treatment changes and obtain professional validation for tax decisions.

Billable items

Billable items are prepared invoice lines generated by services, usage, activities, adjustments, or manual operations. Before conversion, verify customer, source, billing period, description, quantity, unit price, discount, VAT, recurring context, and whether another item already represents the same charge.

Edit or exclude incorrect items before they enter a fiscal document. Conversion must preserve source traceability so that an operator can move from the invoice line back to the service or process that produced it.

Publish drafts and bulk operations

Draft publication provides a preview stage for validating customer data, numbering, dates, payment terms, lines, taxes, totals, and delivery settings before documents become operational. Resolve validation errors individually rather than publishing a batch whose source data is uncertain.

Bulk PDF delivery, reseller-fee computation, publication, export, and date-range deletion require narrow filters and a reviewed record count. Reopen a sample from the result and verify history and status. Deletion is not a substitute for a required credit note and must not remove documents that must be retained.

Payments, imports, and exports

Payments support single/bulk entry, standard and Atono CSV imports, controlled deletion, filters, and aggregates. Reconcile invoice, customer, amount, date, method, and reference. Background exports cover invoices, payments, cashbook, accounting, postal formats, Poste Italiane, and merged PDFs and remain temporary.

Automatic capture and payment deadlines

Eligible payment terms can be collected through an automatic gateway when the customer method, provider configuration, mandate or authorization, amount, currency, and due date satisfy the selected integration. Suspend capture blocks the automatic attempt without cancelling the invoice; Capture payment starts the supported provider flow and may remain asynchronous.

The capture scheduler processes eligible terms according to its configuration. Verify the provider result, recorded payment, remaining balance, document state, retry policy, and any fee before treating collection as complete. Never repeat an uncertain request without first checking whether the provider already accepted it.

Reminders and communications

Separate templates can cover invoice issue, successful payment, upcoming or overdue reminders, and other supported events. Configure subject, body, sender, channel, variables, customer-area or payment link, and language for each communication.

Reminder schedules drive the configured alert levels, such as reminder 1, 2, and 3. Before activation, test timing around the due date, paid and partially paid documents, suspended customers, recipient preferences, and holidays or grace periods. Check the current payment state immediately before sending so that a settled invoice is not chased.

Mandates and SDD groups

Mandates can be filtered and exported. SDD groups collect eligible invoices, expose their rows, generate/download files, track status and sent state, and support controlled regeneration or deletion. Verify creditor, mandate, sequence, due dates, and total and never submit a regenerated group twice.

Electronic documents and XML groups

Electronic documents support XML creation, download, state, regeneration, deletion, and transmission. Groups provide archives, Mexal CSV, asynchronous sending, and status; the error log retains rejected operations. Correct source data before refreshing the customer snapshot and never force an unconfirmed delivery state.

Credit notes, duplication, and refunds

Create a credit note through the dedicated action so it retains the original-document reference. A duplicate is an editable starting point. Gateway refund and credit note are separate: one returns funds and the other corrects the fiscal document.

Final checklist

• Complete and current customer tax data
• Correct type, series, number, and year
• Consistent issue, service-period, and due dates
• Descriptions understandable outside the application
• Verified quantity, discount, and net amount
• Correct VAT rate on each line
• Matching subtotal, VAT, total, and balance
• Payment mode matching the agreement
• No payment recorded without a real collection
• XML, sending, and notifications only after final review