Invoicing & Billing

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

← Back to Core Processes

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

Predrag Tasevski — CEO / Visionary

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

1. Invoice generated — Dolibarr generates the recurring invoice automatically on the billing date (monthly or annual). Predrag reviews before sending. \\Tool: Dolibarr
2. Invoice sent — Dolibarr sends the invoice by email to the customer billing contact. \\Tool: Dolibarr
3. Payment link included — Invoice includes a Wise payment link for bank transfer. For customers requiring other payment methods, contact Predrag. \\Tool: Wise
4. Payment confirmed — Predrag marks the invoice as paid in Dolibarr when payment is received. Customer record updated. \\Tool: Dolibarr
5. 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

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

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

• Subscription invoices: paid and marked in Dolibarr within 30 days of issue
• Partner commissions: paid monthly, reconciled in Dolibarr
• EU claims: submitted on schedule per grant agreement, confirmations archived

• 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

• Once billing.unicis.tech is live, customer self-service billing will replace manual Dolibarr invoicing for standard subscriptions. This process will be updated at that point.
• All financial records are confidential. Store only in 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.

← Back to Core Processes