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Standard Billing Flow

Last updated on Mar 07, 2026

TLDR (Quick Overview)

  1. Billing details are defined on the Organisation.

  2. These include billing email, billing contact, CC/BCC, and EAN number.

  3. When a Sales Order is created, these billing details are automatically copied.

  4. The Sales Order also defines how invoices should be sent (email, EAN, or not sent).

  5. When an Invoice is created from the Sales Order, the same billing settings are copied.

  6. If Email is selected, the invoice is sent to the organisation billing email and billing contact.

  7. CC and BCC recipients are included automatically.

  8. If EAN is selected, the invoice is sent via EAN and an informational email is sent to the billing recipients.

  9. An invoice is only sent if a PDF exists and the invoice is booked/posted.

  10. Invoice lifecycle fields track status such as sent date, overdue, and paid date.

Standard Billing Setup

The standard billing setup ensures that invoice delivery details are defined once on the Organisation and automatically reused on Sales Orders and Invoices.

This reduces manual work and ensures invoices are always sent to the correct recipients.

1. Organisation (Billing Setup)

Billing information is primarily defined on the Organisation record.

Typical fields include:

  • Billing email (organisation’s main invoicing email)

  • Billing contact (specific person responsible for invoices)

  • Billing CC (additional recipients)

  • Billing BCC (hidden recipients)

  • EAN number (for electronic invoicing)

These fields act as the default billing configuration used throughout the invoicing process.

2. Sales Order

When a Sales Order is created and linked to an Organisation, workflows automatically copy the billing details from the Organisation.

This typically includes:

  • Billing contact

  • Billing CC

  • Billing BCC

  • EAN number

  • Invoice delivery method

The Sales Order also contains a dropdown field:

How should we send invoice(s)

Typical options:

  • Send per email

  • Send per EAN

  • Do not send

This setting determines how the invoice will later be delivered.

3. Invoice Creation

When an Invoice is created from a Sales Order, the system copies the billing settings from the Sales Order.

Copied fields include:

  • Organisation

  • Billing contact

  • Billing email

  • CC / BCC recipients

  • EAN number

  • Invoice delivery method

This ensures the invoice inherits the same billing configuration as the order.

4. Sending the Invoice

The selected delivery method determines how the invoice is sent.

Email

If Email is selected:

The invoice is sent to:

  • Organisation billing email

  • Billing contact email

Additional recipients from CC and BCC are included automatically.

The email can also include a greeting such as:

Hi <contact-firstname>

EAN

If EAN is selected:

  • The invoice is sent through the EAN network.

  • An informational email is also sent to the normal billing recipients.

Do Not Send

If Do not send is selected, the system will not automatically send the invoice.

5. Conditions for Sending

An invoice will only be sent automatically if:

  • A PDF version of the invoice exists

  • The invoice status indicates that it has been booked / posted

This prevents incomplete invoices from being sent.

6. Invoice Status Tracking

Invoices track several lifecycle statuses, such as:

  • Draft

  • Approved

  • Booked

  • Sent (with date)

  • Read / received (with date)

  • Overdue

  • Partially paid

  • Paid (with date)

These fields make it possible to monitor the full invoicing lifecycle.