Invoices, reconciliation and the billing audit

An issued invoice is never edited. A wrong one is either superseded by a replacement with its own number or voided, and the original stays readable for good, because the customer may already hold a copy.

What you'll need

• Access to Billing in the staff console.
• These permissions: billing.invoice.read, billing.invoice.manage.

If an area or a button is missing, your staff role does not include it. Ask a platform administrator to extend your access.

Steps

1. Open Invoices

   In Billing, select Invoices under Finance. Tiles show what was issued this period, what is Unpaid, what is Over 30 days and how many were Superseded.

2. Find the invoice

   Search by Invoice number or tenant, or filter by state and by when it was issued. Select the invoice’s number to open it.

3. Supersede it

   On an Issued invoice, select Supersede. The drawer explains that a new invoice is issued with its own number, pointing back at this one.

4. Confirm

   Type a Reason and select Issue the replacement.

What success looks like

• Replacement invoice issued appears.
• The original's state changes to Superseded and its Supersedes row links the two.

Void cancels an invoice with no replacement and spends its number for good; it asks you to type the invoice number. Re-send sends the same document again, with no new number. Download fetches the PDF once it has been produced.

State	What it means
Issued	Issued and in force. Its number and hash never change.
Superseded	Replaced by a later invoice; still readable.
Voided	Cancelled with a reason and no replacement.

Reconciliation

Reconciliation lists places where billing's own numbers disagree with each other or with the payment provider. Each issue has a severity, an owner, a queue and an SLA; an unassigned one is flagged red. Filter by status, severity, queue and owner. An empty queue is normal. To check one tenant now, select Run reconciliation on its billing summary, which needs billing.reconciliation.manage.

The billing audit

Audit, under Finance, lists every change made in Billing: When, Actor, Action, Entity and Reason. Filter by tenant id, actor, action and how far back to look. Reads are not recorded, so a quiet period shows no rows. It needs billing.audit.read.

If something goes wrong

Symptom	Likely cause	What to do
No Supersede or Void.	The invoice is not Issued.	Open the replacement.
Download is greyed out.	The PDF is still being produced, or producing it failed.	Hover the button for which; reload in a moment.
Void invoice stays greyed out.	The typed number does not match, or the reason is empty.	Type the invoice number exactly.
The audit read surface is not implemented	This installation's billing service cannot list its audit.	Use Open Audit Logs module instead.

Next

• Billing in the staff console - the permissions for each screen.
• Searching the staff audit trail - the audit trail of the other services.