Billing

🔍 Overview

The Billing Module in Daai Business Suite is a centralized system designed to manage all financial transactions, client invoicing, and revenue tracking with ease and accuracy. This module streamlines your entire billing workflow — from creating estimates to managing payments and issuing credit notes.

✅ Key Benefits

• Streamlined Financial Management — Centralize all billing tasks in one module for better control and visibility.
• Enhanced Accuracy — Reduce manual errors with automated calculations and linked project / client data.
• Client Satisfaction — Offer transparent and customizable invoicing aligned with client requirements.
• Time Efficiency — Automate common workflows like invoice creation, receipts, and financial adjustments.
• Multi-currency Ready — Bill clients in INR or any allowed foreign currency; the same client’s documents stay in their assigned currency.

🧩 Key Features

• 👥 Clients — Manage full client profiles, including contact info, GSTIN, currency, and billing preferences. Every invoice, payment, and credit note is linked for easy tracking.
• 📁 Projects — Link invoices and billing to specific projects to track revenue on a per-project basis.
• 📦 Catalog — Create predefined services, products, or packages with pricing, discounts, and tax details for quick reuse on any invoice.
• 🧾 Billed Items — Add Catalog entries or ad-hoc line items to any invoice — services, products, or one-time charges.
• 📄 Proforma Invoice — Generate pre-sale estimates (non-binding, no tax liability) to give clients a cost preview.
• 🧾 Invoice — Create and issue detailed, GST-compliant tax invoices. Customize formats, due dates, and payment terms.
• 🔁 Recurring Invoice — Schedule invoices that auto-generate on a fixed cycle (monthly retainers, AMC, subscriptions).
• 💰 Payments — Log received payments, mark invoices as paid, and track outstanding balances.
• 💳 Credit Note — Issue credit notes for refunds, billing corrections, or cancellations. Automatically adjust client balances.

🔄 Billing Module Workflow — Daai Business Suite

This workflow outlines the end-to-end process for managing billing operations, starting from client creation to payment recording.

1️⃣ Create Client (Manually or Automatically)

• Automatic Creation — When an opportunity is marked “Won” in CRM, a client record is created automatically (unless one already exists).
• Manual Creation — Go to Billing → Clients → Add and fill in all mandatory fields.

🔁 A single client record can be linked to multiple projects. No need to create the same client again.

2️⃣ Create Project

• Link each new Project to an existing Client.
• All billing-related actions (Proforma, Invoice, Payment) are project-specific.

3️⃣ Create Proforma Invoice

• Add Billed Items manually or pick from the predefined Catalog.

Actions:

• 🔵 Finalize / Convert to Invoice — Converts the Proforma into an Invoice and removes the Proforma.
• ✏️ Edit — Modify or update proforma data while it is still a draft.
• 🗑️ Delete — Permanently remove the Proforma.

4️⃣ Invoice

• Created automatically by finalizing a Proforma, or manually from Billing → Invoice → Add.
• Recurring Invoice schedules also generate Invoices automatically on each cycle.

Actions:

• ❌ Cancel — Marks the invoice as cancelled and auto-generates a Credit Note to neutralize the books.

5️⃣ Payment

• Add payments specific to an Invoice.

Actions:

✏️ Edit — Update the payment amount; the system auto-updates the invoice status (PAID, UNPAID, PARTIAL, OVERPAID).

🗑️ Delete — Removing a payment will recompute the invoice status automatically.

6️⃣ Credit Note (when needed)

• Issue against an existing Invoice for cancellations, returns, or billing corrections.
• Apply the credit to a future invoice or refund it back to the client.

💱 Multi-currency

Currency lives on the Client, not the Project. A client invoiced in USD has all their proformas, invoices, and credit notes in USD. The Transaction Fees “Borne by” flag drives whether transaction fees reduce the client’s credit (Borne by Client — fee is netted off the receivable) or are booked separately as a Bank Charges expense (Borne by Us — full credit is recorded and the fee is expensed).

📌 Summary

The Billing Module ensures:

• End-to-end financial tracking across clients, projects, and invoices.
• Efficient invoice and receipt generation, including recurring schedules.
• Seamless integration with the Clients, Projects, CRM, and Finance modules.
• Error-free, automated workflows for status, taxes, and currency.
• Faster collections and a better client experience.

Whether you’re billing for services, products, or ongoing packages, this module provides all the tools you need to manage it efficiently.