This page is read only. You can view the source, but not change it. Ask your administrator if you think this is wrong. ====== Invoicing & Billing ====== > š **Status: Draft** ā Will be updated when billing.unicis.tech is live. [[pub:processes:start|ā Back to Core Processes]] ---- ===== Purpose ===== To issue invoices accurately, collect payment reliably, and maintain clean financial records ā for customers, partners, and EU project claims. ===== Owner ===== **Predrag Tasevski** ā 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** ā [[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** ā [[https://erp.unicis.tech|Dolibarr]] sends the invoice by email to the customer billing contact. \\//Tool: [[https://erp.unicis.tech|Dolibarr]]// - **Payment link included** ā Invoice includes a Wise payment link for bank transfer. For customers requiring other payment methods, contact Predrag. \\//Tool: Wise// - **Payment confirmed** ā 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** ā 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** ā 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** ā Partner sends their invoice to Unicis. Predrag reviews against [[https://erp.unicis.tech|Dolibarr]] records. \\//Tool: FreeScout / email// - **Payment sent** ā 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** ā 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** ā Predrag prepares the financial report in the format required by the project grant agreement. \\//Tool: EU project portal template, Nextcloud// - **Submission** ā 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]]** ā invoice generation, customer records, time tracking, financial reporting * **Wise** ā payment processing and transfers * **FreeScout** ā overdue follow-up communications * **Nextcloud** ā financial document archive * **EU project portal** ā 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 (OĆ). EU B2B invoices use reverse charge. Non-EU customers: consult with the accountant. ---- ==== Revision History ==== ^ Date ^ Change ^ Updated by ^ | 2026-05-25 | Initial draft | Predrag Tasevski | ---- [[pub:processes:start|ā Back to Core Processes]] {{tag>processes billing invoicing finance dolibarr}}