Creating your First Billing Document in Billing as a Service
Updated: 1 day ago
Hi All,
Billing as a Service lets you create several types of billing documents, including quotations, sales orders, and sales invoices. They all follow a similar creation flow, so once you learn one, the rest feel familiar. In this tutorial we will use a quotation as our example and walk through creating your first billing document, from the first draft to submitting it for approval.
Understanding Billing Documents
A billing document is a formal record of a business transaction, such as a quotation, sales order, or sales invoice. Each one outlines the products or services involved, along with pricing, terms, and validity. A quotation, for example, gives customers a clear summary of your offer before they decide.
Creating a Billing Document
Now let's start creating a new billing document. We'll use a quotation as our example. Watch the video, or follow the steps below:
Add a New Quotation
Go to the Quotation tab and click + Add Quotation.
For this tutorial, we’ll skip the Create from Opportunity option and create a quotation from scratch instead. Selecting Skip allows you to start fresh, without linking the quotation to any existing opportunity.
Next, fill in the quotation Title, pick the Organization you are billing and an optional Contact, choose the Currency and Visibility, then click Save.
Edit Quotation Information
Once your quotation is created, it will appear in Draft status. Review and adjust the key details before moving it forward. Each document also carries a document reference that identifies and tracks it, and you can control how that reference is generated.
In the Bill From section, your default billing entity is already filled in with the issuing company details. Click Switch to a different billing entity if another company should issue this quotation, or edit it manually for this document.
The Bill To section is usually filled automatically when an organization is already linked to the billing document. If not, complete it with your customer information. Below it, set the Issued On and Valid Until dates, and add a Customer Ref if your customer uses their own reference, such as a PO number.
Adding Items
Add your items by selecting products or services from your Catalog. Catalog items come with their price already set, and tax and discounts can be preset too, so you do not re-enter them each time.
If the item is not in your Catalog, type its name and click Use As 1-Time Item to add it on the spot and set its price and tax yourself, or click Add Item to Catalog to save it for next time. Either way, you can still customize the price, tax, and discount for each item on the document.
Adding Discounts and Charges
On top of item-level pricing, you can apply discounts or extra charges to the whole document. Click Add Discount or Add Charge, enter the value, and the document total updates right away.
Adding Terms and Notes
In the Terms and Notes section, use the default terms and notes or switch to another one, then edit the text if needed.
Preview and Submit for Approval
You can click Preview to see how the quotation will appear, and once everything looks correct, click Submit for Approval.
And that’s it! Your first billing document is created and submitted for approval, all within Microsoft Teams.
Once your quotation is approved, you can convert it into a sales order or a sales invoice. The new document carries over the details from the latest version of your quotation, so you do not start from scratch, and you can edit anything before finalizing.
Read our blog about quotation workflow.
Have a nice day!
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