Auto-Invoicing

Invoice automation in MediaOS is a system that automatically generates and (optionally) sends invoices based on predefined billing rules. This streamlines your accounting workflow by removing the need for manual invoice creation and follow-up.

Instead of manually combing through contracts and creating invoices line-by-line, MediaOS uses automation to:

• Trigger invoice creation based on delivery dates or billing rules.
• Send emails to clients with attached invoices and payment links.

How Invoice Automation Works #

Invoice automation is powered by per-product billing rules and automation settings. Once enabled, the system checks each product's delivery timeline and automatically generates invoices when conditions are met.

You define:

• When invoices become billable (e.g., 7 days before or after the ad runs).
• Who receives invoices (via contact settings).
• How often invoices are emailed (automatically, manually, or in batches).
• When to remind clients about overdue invoices (past-due reminders).

Once set up, the process becomes hands-off—MediaOS will continue generating and optionally sending invoices per your settings.

Tip: Automation can be set to only generate invoices, or generate and email them. You remain in full control.

How to Set Up Invoice Automation in MediaOS #

1. Set Invoicing Rules per Product #

1. Navigate to Accounting > Billable Line Items > Manage Rules
2. or
3. Automation > Accounting > Manage Rules.
4. For each product, choose when it becomes billable:
   • Do Not Invoice
   • Immediately
   • X Days Before Run Date
   • X Days After Run Date
5. Click Save.

Note: These rules determine when MediaOS considers line items eligible for invoicing.

2. Enable Auto-Invoicing #

1. Go to Automation > Accounting.
2. Under Auto-Invoice, click Manage Rules.
3. Toggle ON the products you want to automate.

Once enabled, the system will monitor run dates and automatically create invoices based on your product’s invoice rule.

Best Practice: Start with manual billing for a few cycles to validate your rules before enabling auto-invoicing to ensure your rules align with your billing practices.

3. Set Up Auto-Invoice Email Campaigns (Optional) #

If you want invoices to be emailed automatically:

1. Go to Automation > Campaigns > Email Templates.
2. Create a new template for invoicing.
3. Include a “Pay Online” button:
   • Use Special Links → Invoice → Invoice Payment for single-invoice links.
   • Or use Special Links → Account → Unpaid Invoices for statement-style portals.
4. Save and apply this template under your auto-invoicing settings.

Note: Clients will receive an invoice email that lets them pay directly from their portal or per-invoice.

4. Set Up Automated Past Due Reminders #

1. Navigate to Automation > Accounting.
2. Toggle ON Past Due Reminders.
3. Create reminder rules based on days past due (e.g., 7, 14, 30, 60, 90 days).
4. Assign email templates with custom language if needed.

Example:

• Day 7: Friendly reminder
• Day 30: Firm follow-up
• Day 90: Collections notice

Tips for Success #

• Test your templates before activating them broadly.
• Monitor invoice status filters (e.g., Past Due, Unpaid, Sent) regularly.
• Review sync status if using QuickBooks—check for failed invoice syncs.

Summary #

Invoice Automation in MediaOS helps billing teams move faster with fewer errors. Once rules are in place, the system can handle invoice creation, email delivery, overdue reminders, and payment tracking—freeing up your team to focus on revenue strategy, not invoice chasing.