====== Invoicing & Billing ======

> 🔄 **Status: Draft** — Will be updated when billing.unicis.tech is live.

[[pub:processes:start|← Back to Core Processes]]

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===== Purpose =====

To issue invoices accurately, collect payment reliably, and maintain clean financial records — for customers, partners, and EU project claims.

===== Owner =====

**Predrag Tasevski** — CEO / Visionary

===== Trigger =====

This process starts when: (a) a customer subscription is due for renewal, (b) a new customer subscription is activated, (c) a partner commission is due, or (d) an EU project milestone triggers a financial claim.

===== Steps =====

==== Customer Subscription Invoicing ====

  - **Invoice generated** — [[https://erp.unicis.tech|Dolibarr]] generates the recurring invoice automatically on the billing date (monthly or annual). Predrag reviews before sending. \\//Tool: [[https://erp.unicis.tech|Dolibarr]]//
  - **Invoice sent** — [[https://erp.unicis.tech|Dolibarr]] sends the invoice by email to the customer billing contact. \\//Tool: [[https://erp.unicis.tech|Dolibarr]]//
  - **Payment link included** — Invoice includes a Wise payment link for bank transfer. For customers requiring other payment methods, contact Predrag. \\//Tool: Wise//
  - **Payment confirmed** — Predrag marks the invoice as paid in [[https://erp.unicis.tech|Dolibarr]] when payment is received. Customer record updated. \\//Tool: [[https://erp.unicis.tech|Dolibarr]]//
  - **Overdue follow-up** — If unpaid after 14 days, Predrag sends a manual reminder via FreeScout. If unpaid after 30 days, escalate to a direct conversation. \\//Tool: FreeScout//

==== Partner Commission ====

  - **Commission calculated** — At the end of each month, Predrag reviews partner-referred subscriptions in [[https://erp.unicis.tech|Dolibarr]] and calculates commission per the Partner Agreement. \\//Tool: [[https://erp.unicis.tech|Dolibarr]]//
  - **Commission invoice received** — Partner sends their invoice to Unicis. Predrag reviews against [[https://erp.unicis.tech|Dolibarr]] records. \\//Tool: FreeScout / email//
  - **Payment sent** — Commission paid via Wise. Marked in [[https://erp.unicis.tech|Dolibarr]]. \\//Tool: Wise, [[https://erp.unicis.tech|Dolibarr]]//

==== EU Project Financial Claim ====

  - **Eligible costs compiled** — Ksenija and Predrag compile eligible costs for the reporting period: personnel time (from [[https://erp.unicis.tech|Dolibarr]] time tracking), direct costs, subcontracting. \\//Tool: [[https://erp.unicis.tech|Dolibarr]]//
  - **Financial report prepared** — Predrag prepares the financial report in the format required by the project grant agreement. \\//Tool: EU project portal template, Nextcloud//
  - **Submission** — Financial report submitted via the EU project portal. Confirmation saved in Nextcloud under ''/EU Projects/[Project Name]/Financial/''. \\//Tool: EU project portal, Nextcloud//

===== Output =====

  * Subscription invoices: paid and marked in [[https://erp.unicis.tech|Dolibarr]] within 30 days of issue
  * Partner commissions: paid monthly, reconciled in [[https://erp.unicis.tech|Dolibarr]]
  * EU claims: submitted on schedule per grant agreement, confirmations archived

===== Tools =====

  * **[[https://erp.unicis.tech|Dolibarr]]** — invoice generation, customer records, time tracking, financial reporting
  * **Wise** — payment processing and transfers
  * **FreeScout** — overdue follow-up communications
  * **Nextcloud** — financial document archive
  * **EU project portal** — grant financial submissions

===== Notes / Exceptions =====

  * Once billing.unicis.tech is live, customer self-service billing will replace manual [[https://erp.unicis.tech|Dolibarr]] invoicing for standard subscriptions. This process will be updated at that point.
  * All financial records are confidential. Store only in [[https://erp.unicis.tech|Dolibarr]] and the restricted Nextcloud finance folder.
  * VAT: Unicis is registered in Estonia (OÜ). EU B2B invoices use reverse charge. Non-EU customers: consult with the accountant.

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==== Revision History ====

^ Date ^ Change ^ Updated by ^
| 2026-05-25 | Initial draft | Predrag Tasevski |

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[[pub:processes:start|← Back to Core Processes]]

{{tag>processes billing invoicing finance dolibarr}}