Billing Reconciliation
Billing Reconciliation finds the money you have already earned but not yet asked for: finished jobs with no invoice, jobs stuck open past their date, and draft invoices nobody ever sent. Run it monthly and it usually pays for itself.
Applies to: the Professional plan, with the erp:finance:reports:view permission. On a lower plan the page loads and offers an upgrade in place of the figures.
Prerequisites: Completing & Closing Jobs and Creating Invoices. The report compares one against the other, so both need to be in use.
Open the report
Go to Reports > Billing Reconciliation.
The five figures across the top
- Possibly Unbilled Visits — completed jobs with no invoice that looks like a match
- Unbilled Estimate — what those jobs are worth, added up
- Stale Jobs — jobs still open well past their scheduled date
- Draft Invoices — the total value sitting in unsent drafts
- Void Rate (90d) — the share of invoices voided over the last 90 days
Possibly Unbilled Visits
Completed jobs more than 14 days old, where no invoice went to that customer anywhere near the visit. Each row gives the job number, title, customer, visit date and estimated value. Select the job number to open the job.
The match is a guess, not a fact. AxiomBlue looks for an invoice to the same customer issued between three days before and 21 days after the visit. One invoice covering several visits, or a customer billed late, will show up here even though the work was billed. Treat the list as a checklist to work through.
Stale Jobs
Jobs still scheduled, pending or in progress more than three days after their scheduled date. Each row shows the job number, title, customer, scheduled date and status, with in-progress jobs highlighted. These are usually jobs that were finished on site and never closed off in AxiomBlue, which is why they never reached an invoice.
Ageing Draft Invoices
Drafts are invisible to your customer, so an ageing draft is an invoice nobody is waiting on. Each row gives the invoice number, customer, creation date, age in days and amount. Select the invoice number to open it, then send it or delete it.
Working through the report
- Start with Ageing Draft Invoices — these are finished invoices that only need sending.
- Then Stale Jobs — close off the ones that are actually done, which moves them into the billable pile.
- Then Possibly Unbilled Visits — check each against the customer's invoice history, and raise an invoice where one is genuinely missing.
What you should see
The target is three empty tables. Each one says so in its own words: every completed visit has a plausible matching invoice, the schedule is clean, and there are no draft invoices.