Simplify your billing process, eliminate manual tasks, and accelerate payment collection with automated invoicing tools built directly into MediaOS. Set rules once and let the system handle invoice creation, delivery, and reminders—so your team can focus on growing revenue, not chasing payments.
How Invoice Automation Works #
Invoice automation in MediaOS is driven by per-product billing rules and automation settings that you configure to match your workflow. Once enabled, the system continuously monitors each product’s delivery timeline and automatically generates invoices when the defined conditions are met. You determine when an invoice becomes billable—such as a set number of days before or after an ad runs—and specify who should receive each invoice through your contact settings. You also control how invoices are delivered, whether they’re sent automatically, manually, or in scheduled batches. Additionally, you can set rules for when to remind clients about overdue payments through past-due reminder settings. Once everything is configured, the process becomes fully automated—MediaOS will continue generating and sending invoices according to your preferences, eliminating the need for manual follow-up.
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 #
To manage billable rules for your products in MediaOS, navigate to either Accounting > Billable Line Items > Manage Rules OR Automation > Accounting > Manage Rules, depending on your workflow preference. Within this section, you can configure when each product becomes billable by selecting from the following options: Do Not Invoice, Immediately, X Days Before Run Date, or X Days After Run Date. After making your selections, be sure to click Save to apply the changes.
Note: These rules determine when MediaOS considers line items eligible for invoicing.
2. Enable Auto-Invoicing #
To automate invoicing in MediaOS, begin by navigating to Automation > Accounting. Under the Auto-Invoice section, click on Manage Rules. From there, toggle ON the products you wish to automate. Once enabled, the system will actively monitor run dates and automatically generate invoices according to each product’s designated invoice rule, streamlining your billing process and reducing manual effort.
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, start by navigating to Automation > Campaigns > Email Templates. Create a new template specifically for invoicing, and be sure to include a “Pay Online” button to streamline the payment process. To do this, you can use Special Links → Invoice → Invoice Payment for links that direct recipients to a single-invoice payment page, OR Special Links → Account → Unpaid Invoices to provide access to a statement-style portal showing all unpaid invoices. Once your template is complete, save it and apply it under your auto-invoicing settings to ensure invoices are sent out automatically with the appropriate payment options.
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 #
To set up automated reminders for overdue invoices in MediaOS, navigate to Automation > Accounting and toggle ON Past Due Reminders. From there, you can create reminder rules based on the number of days an invoice is past due—for example, at 7, 14, 30, 60, or 90 days. For each reminder, you have the option to assign email templates with customized language, allowing you to tailor the tone and content of your messages to suit your brand and communication style.
Example:
- Day 7: Friendly reminder
- Day 30: Firm follow-up
- Day 90: Collections notice
Tips for Success #
For a smooth and reliable invoicing workflow in MediaOS, there are a few best practices worth following. First, always test your invoice templates before enabling them across multiple accounts to ensure formatting and data accuracy. It’s also important to regularly monitor your invoice status filters—such as Past Due, Unpaid, or Sent—to stay on top of outstanding balances and follow up as needed. If you're using QuickBooks integration, make it a habit to review the sync status and keep an eye out for any failed invoice syncs to avoid discrepancies between systems.
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.
