Prepping Work 365 for an Invoicing Run

Modified on Thu, Oct 9 at 10:03 AM

Audience: Billing Admins, Finance Ops, System Administrators

Overview / Purpose

Before initiating an invoicing run in Work 365, it’s essential to confirm that your environment is invoice-ready.
Accurate configurations, complete data, and validated related records are critical to preventing invoice failures, reducing rework, and ensuring on-time billing.

This pre-invoicing checklist outlines every step required to validate your setup and ensure smooth and accurate invoice generation.

Checklist: Steps to Prepare for Invoicing

1️⃣ Invoice Template Setup

Navigation:
Administration → Configuration → Invoicing

Verify:

✅ The Work 365 Invoice Template is selected as the active template.

2️⃣ Invoicing Configuration Settings

Location:
Administration → Configuration → Invoicing

Verify:

✅ Payment Terms are correctly mapped (including any custom terms like Net 15 or Net 90).
✅ Units/Sales Units (e.g., Monthly, Annual) are properly configured and applied to subscriptions and price lists.

3️⃣ Dashboards / Health Checks

Billing Administrator Dashboard

Confirm the following:

✅ No subscriptions missing required data such as:
Customer, Billing Contract, Price List, Sales Unit, Selling/Cost Price, Provider, or Provider Account (for automatic providers).
✅ No active subscriptions linked to an inactive Billing Contract.
✅ No errored or missed billing schedules — resolve all before running invoicing.

Manager Dashboard

⚠️ Check for NRIs (Non-Recurring Items) and LCLs (License Change Logs) in Failed or Awaiting Provisioning status.
These do not block invoicing but should be reviewed for accuracy.
?️ Ensure any historic LCLs that should not be billed are marked Archived.

4️⃣ Taxes Configuration (If Applicable)

Verify:

✅ Tax Service, Tax Rate Groups, and jurisdiction mappings are configured correctly.
✅ Tax calculation is enabled where required and disabled where not.
✅ Perform a spot check on a taxable vs. non-taxable subscription to confirm expected behavior.

5️⃣ Billing Contracts Validation

For each Billing Contract, ensure the following are correct:

Setting	Validation Requirement
Billing Frequency / Discounts	Aligned with customer agreement
Start / End Dates	Valid and active
Payment Term	Set and mapped
Tax Service / Rate Group	Assigned if applicable
Automation Toggles	Auto Send, Auto Sync, Auto Charge configured as desired
Payment Profile	Present for Auto Charge or PayNow scenarios

6️⃣ Subscription Checks

Validate key data on each Subscription:

Field	Validation
? Is Taxable	Set to Yes where applicable
? Sales Unit	Matches the Billing Contract (e.g., Monthly, Annual)
? Selling / Cost Price per Unit	Accurate and current
☁️ Azure Usage Subscriptions	Markup % populated for usage-based items

7️⃣ Provider Invoice Synchronization (Direct CSP / Microsoft)

✅ Confirm that the latest Provider Invoice has been successfully synced into Work 365.
✅ Ensure usage and consumption data are available for the current billing cycle.
⚠️ If provider data is delayed, plan to manually regenerate invoices once data sync completes.

Additional Notes / Considerations

✅ NRIs and LCLs in Failed or Awaiting Provisioning do not block invoicing, but review for accuracy.
⚙️ Billing Schedule Errors often indicate configuration or data issues — resolve before creating new invoices.
? Timing: Run this checklist at least one day before your planned invoicing run to allow time for corrections.

Optional Pre-Flight: Quick Spot Checks (Recommended)

? Generate a test invoice for a small sample of billing contracts.
? Preview tax lines and discounts (test both taxable and non-taxable cases).
? If Auto Send is enabled, verify your sender domain’s SPF/DKIM configuration.
? If Auto Charge is used, validate payment profiles on sample billing contracts.