Configure an invoicing profile

An invoicing profile holds the seller details and the invoicing rules for one entity: a single site or plant in your organization, such as a fabrication plant or a coating line. Bulk keeps a separate profile for each entity, because each site bills under its own name, address, and approval rules.

You configure the profile once, before an entity issues its first invoice. When someone issues an invoice or credit note for that entity, Bulk copies (freezes) the current seller details onto the document, so the "bill from" party on a document never changes retroactively even if you edit the profile later.

Use this page to:

• Set the seller identity ("bill from" name, address, and email) that appears on invoices.
• Choose when production jobs can be invoiced.
• Require approval before invoices are issued, and name who approves them.
• Choose how issued invoices reach the confirmed state.

Before you startCopy Anchor Link

You reach the profile from the settings area:

1. Open Settings.
2. Under Entity, select Invoicing.

The page is titled Invoicing. The current form groups settings under Timing, Bill from, Approvals, Confirmation and Invoice dates.

Who can view and editCopy Anchor Link

Access is controlled by role permissions:

• Viewing the profile requires the entities.view permission. The Super user, Entity admin, Manager, Tablet user, Invoicing, and Dashboards roles all have it.
• Saving any change: the seller details, the approval policy, the confirmation mode, or the timing rule: requires the production_invoicing.configure permission. Only the Super user, Entity admin, and Manager roles have it by default.

The dedicated Invoicing role can run an invoicing workstation and issue invoices, but it cannot edit this profile. If you can open the page but your changes will not save, ask an Entity admin to grant production_invoicing.configure or to make the change for you.

What you can configureCopy Anchor Link

Settings save as you work. Seller fields save when you leave the field; timing, approval and confirmation choices save when changed. The approval threshold saves when you leave its field. There is no separate Save invoicing details button or Cancel form action.

Production invoice timingCopy Anchor Link

This setting decides when a production job becomes available for invoicing. Pick one option:

• Require Invoicing routing step: jobs can be invoiced only while they sit on the system Invoicing resource (a dedicated step in the job's routing).
• Invoice at any time: active service-assigned jobs can be invoiced without an Invoicing routing step.

Choosing an option under Timing saves immediately. Set it before creating routings for the entity. Until configured, the section shows Required before routing setup.

Bill from (seller identity)Copy Anchor Link

These fields are the "bill from" party frozen onto every invoice and credit note:

• Seller name: the legal or billing name. If you leave it blank, Bulk falls back to the entity name (for example, "Gotham Applied Sciences").
• Address: the seller's postal address, entered across multiple lines.
• Email: a billing contact address. It must be a valid email or blank.

A banner above the fields tells you whether the profile is ready. An entity can only issue invoices once it has a resolvable seller name and a seller address:

• When both are present, the banner reads Invoicing details are ready: "New invoices can be issued for this entity."
• When something is missing, it reads Set up invoicing details and names the gap, for example: "Invoices can't be issued until you add: seller address."

Because the seller name falls back to the entity name, the address is usually the field that unblocks issuing.

ApprovalsCopy Anchor Link

Turn on Require approval before issue to make submitted invoices wait for a sign-off before anyone can issue them. When the switch is on, three more fields appear. Valid approval choices save as you change them:

• Primary approver: the person who normally approves. This is required when approval is on; if you leave it empty, the form shows "Choose a primary approver" and does not persist the approval requirement until a primary approver is selected.
• Backup approver: an optional second approver.
• Only require approval above: a money threshold entered in the entity's currency. Invoices whose total is above this amount need approval; those at or below it skip the step. Leave it blank to require approval for every invoice.

Both approver fields are searchable pickers ("Search by name or email"). Only active users appear in the list.

Confirmation after issueCopy Anchor Link

This section decides how an issued invoice advances to the confirmed state. The mode is frozen onto each invoice when it is issued, so changing it here affects future invoices only. Choose one:

• Manual: operators mark issued invoices as sent, then confirmed, by hand.
• Immediate: issuing an invoice confirms it straight away, with no extra steps.
• Workflow: a connected workflow advances confirmation. With approvals off, operators select Approve on a draft to start the workflow that issues it.

Invoice datesCopy Anchor Link

Allow backdated invoice dates lets people who can configure invoicing issue an invoice for an earlier date and change dates on issued invoices. This switch saves immediately. Backdated dates cannot be enabled while invoices are confirmed by a workflow; Workflow confirmation cannot be selected while backdating is on.

The page advises enabling this only when the site's invoices do not feed another system, such as accounting software. An invoice cannot be dated before the routing steps that precede invoicing.

Saving your changesCopy Anchor Link

Leave a valid seller or approval-threshold field to save it. Timing, approver selections, the approval switch, confirmation and invoice-date choices save when changed. Review the selected site and the effects before using these controls. There is no separate save or discard footer.

Example: Gotham Applied SciencesCopy Anchor Link

A Wayne Enterprises administrator plans the invoicing profile for Gotham Applied Sciences:

1. Before creating routings, choose whether jobs must reach the Invoicing resource or can be invoiced at any time.
2. Enter the site's legal seller name, postal address and billing email. Leave each valid field to save it.
3. If invoices need approval, select the primary approver and optionally a backup and threshold. These valid choices save as they change.
4. Choose Manual, Immediate or Workflow confirmation according to the site's invoicing process.

This is a configuration example. The readiness screenshot shows an existing saved Gotham profile. The separate Approvals screenshot shows Wayne Aerospace with approval enabled, Bruce Wayne selected and a saved threshold of 5000. Its backup approver is unset. The incomplete profile image is an earlier unsaved seller-name typing step, restored before leaving the field.

Expected resultCopy Anchor Link

When the profile is complete, the banner reads Invoicing details are ready and the entity can issue invoices and credit notes. Each document issued from that point captures the seller name, address, and email, plus the confirmation mode, exactly as they stood at issue time.

Feature stateCopy Anchor Link

The invoicing profile is generally available. It is per-entity, so repeat the setup for each site that issues invoices. There is no tax field on this page: the profile captures seller identity, the invoice-timing rule, the approval policy, and the confirmation mode only.

LimitationsCopy Anchor Link

• Timing cannot be changed after routings exist. Once a production routing is created for an entity, the Production invoice timing mode is locked and cannot be changed from this page. Set it first.
• Editing the profile does not touch issued documents. Seller details and the confirmation mode are frozen onto each invoice at issue, so profile edits only affect documents issued afterward.
• Saving requires a specific permission. Roles without production_invoicing.configure (for example, the dedicated Invoicing role or a Tablet user) can open the page but cannot save changes.

TroubleshootingCopy Anchor Link

• "Invoices can't be issued until you add: seller address" (or seller name). The profile is incomplete. Fill in the missing Bill from field and leave the field to save it. The banner turns to Invoicing details are ready once a resolvable seller name and address are present.
• "Choose a primary approver." You turned on Require approval before issue without naming a primary approver. Select one in the Primary approver picker. The valid approval policy saves as you change it.
• "Timing mode is locked." A routing already exists for this entity, so the timing rule can no longer be changed here. This is expected and cannot be overridden from the settings page.
• A field shows a validation error. Correct the value, then leave the field again. Invalid fields do not save. Wait for any current save before making another policy change.

Related guidanceCopy Anchor Link

• Entity settings overview: the other per-entity configuration pages.
• Configure invoice fields: add custom fields to invoices and credit notes for this entity.
• Update entity settings: operating rules and customer statuses for the entity.
• Submit and approve an invoice: how the approval policy set here plays out when an invoice is submitted.
• Issue or confirm an invoice: how issued invoices reach the confirmed state under each confirmation mode.
• Create a standard invoice: the day-to-day invoicing task this profile supports.