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essensys Operate: Bill Run Overview

General Information about the Bill Run Process in essensys Operate

Stuart avatar
Written by Stuart
Updated over a week ago

Operate's bill run wizard allows you to generate automatic invoices, by simply selecting what you would like them to include. This way, you can easily process invoices for one customer at a time or for your entire list of customers with just a few clicks.

Using Operate's bill run wizard, you can gather information from your customer accounts and automatically generate invoices for them - either regularly (e.g.: monthly invoices) or on an as-needed basis. The feature is accessible frum under Invoicing > Bill Run.

You can use bill runs in a number of situations, such as:.

  • When you want to invoice a single customer for multiple charges

  • When billing a group of customers.

  • When you want to bill all of your customers at once.

Types of Bill Runs

Bill runs are based on the type of charges that you can process within Operate: ad-hoc (one-off) and recurring. You can bill both types of charges together or separately; depending on your needs.

Before creating any bill run, it is advisable to perform billing checks; to ensure that everything you’re invoicing is accurate. The guides below provide steps on how to perform billing checks and bill runs for each type of charge:

How Does the Bill Run Work?

The Bill Run involves several steps to take before, during and after conducting the bill run.

Step 1: What to Check Before the Bill Run

  1. How many bill runs do you need to conduct? If you need to bill different types of charges to different customers, you might need to go through more than one. (e.g.: If some customers have charges that you don’t want to bill.)

  2. What charges are invoiced on each bill run

  3. What date periods will be invoiced on each bill for (in arrears or in advance):
    a. Rent
    b. Contract Services
    c. Batch Sheets
    d. Charge Sheets

  4. Will Virtual services be billed with Rent or Contract Services?

  5. What email message to send when issuing the first invoice for a client?

  6. Check all of your accounts have an email populated in Invoice Email

  7. Is the invoice layout and information correct and according to preferences?

Step 2: Perform Billing Checks

A billing check ensures that your bill run is based on correct information. Follow the steps for ad-hoc and recurring charges.

Step 3: Conduct the Bill Run

When ALL of your billing checks have been performed, you are ready to conduct your billing run; either for ad-hoc or recurring charges separately, or together.

If for any reason you need to go through the Bill Run again, it will not duplicate the draft invoices that have already been generated.

You will be asked whether you want to display draft invoices after transfer. This will take you to the invoice preview screen right after the bill run completes, without sending you any notification.

Step 4: Approve and Issue Invoices

Once the bill run is complete, the generated invoices can be found as drafts in Operate. They need to be checked for accuracy, approved and sent to the customer.

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