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Billing

Working with Invoices

View, download, resend, and export invoices. Understand credit notes and how to correct billing errors using the three available methods.

Viewing Invoices

There are several ways to find and view invoices in BlueRockTEL:

From the Documents menu

Navigate to Main menu → Documents → Invoices and select the desired month from the dropdown. This shows all invoices produced during that period with sortable columns and a search field.

For preview invoices (before production), navigate to Documents → Pre-production instead.

From a client record

Open any client record to see the last 5 invoices displayed directly on the page. A link below takes you to the full invoice history for that client.

Viewing invoice details

Click an invoice number to open the full invoice in a new browser window. To view the detailed consumption breakdown for a telecom invoice, click the four-tile icon next to the invoice — this opens the consumption file showing individual call records and their rated costs.

Resending Invoices

Sometimes you need to resend an invoice — for example, if a client lost the email or a contact changed.

  1. Find the invoice in the invoice list
  2. Click the envelope icon to send it manually

The invoice email is sent to all contacts on the client record who are marked as "Invoice recipient". Make sure the right contacts have this flag enabled before resending.

Additional actions available on each invoice:

  • Curved arrow icon — regenerate the invoice PDF (useful if you updated the company logo or corrected a client address)
  • Blue number badge — shows how many times this invoice has been generated, so you can track regeneration history

Credit Notes

When you need to correct a billing error, issue a partial refund, or cancel an invoice entirely, BlueRockTEL provides three methods. Choose the one that fits your situation.

Method A: Full invoice cancellation

Use this when the entire invoice is wrong and needs to be cancelled.

  1. Navigate to Main menu → Tools → Credit note invoice
  2. Enter the invoice number you want to cancel
  3. Provide a reason for the cancellation
  4. Confirm

This generates a credit note for the full invoice amount and links it to the original invoice.

Method B: Partial credit via proforma

Use this when you need to credit a specific amount quickly, without waiting for the next billing cycle.

  1. Open the client record
  2. Go to the proforma invoices section
  3. Add line items with a minus sign for the credit amounts (e.g. "-50.00")
  4. Save the proforma

The proforma invoice is created immediately — no production run is required. However, you must send it manually to the client, as proformas are not included in the automated email delivery.

Tip: Method B is the fastest way to issue a partial credit. Use it when a client is waiting for a correction and you cannot wait for the next billing cycle.

Method C: Credit note article (automated)

Use this when the credit can wait until the next billing cycle and you want it handled automatically.

  1. Create a dedicated "credit note" article in your catalog (or use an existing one)
  2. Add it to the client's folder in the one-time billing section
  3. Enter the credit as a negative amount
  4. At the next billing cycle, the credit is generated automatically and deposited in the client portal

Important: After the billing cycle has processed the credit, remember to deactivate the credit note article in the folder. Otherwise, it will be billed again in the next cycle.

This method is slower than Method B but is fully automated — no manual sending required.

Exporting Invoices

BlueRockTEL offers multiple ways to export invoices, depending on your needs.

Export by month

Navigate to Documents → Invoices, select the month from the dropdown, and use the export option to download the invoice list.

Bulk PDF download

  1. Navigate to Documents → Grouped invoice printing
  2. Choose the date range
  3. Click Edit
  4. A single PDF containing all invoices for the selected period opens in your browser

Export via SFTP

For automated or bulk downloads:

  1. Click your name (top-right corner) → Info
  2. Copy the SFTP credentials displayed on the page (port 22)
  3. Connect using an SFTP client such as FileZilla
  4. Navigate to the production folder → select the month → invoices-pdf

The SFTP server also contains invoices in .json and .xml (UBL) formats, useful for automated accounting integrations.

Excel export

  1. Navigate to Documents → Invoice export
  2. Choose the date range
  3. Click Export

This generates a spreadsheet with all invoice data for the selected period.

Accounting Export

To generate formatted files for import into your accounting software:

  1. Navigate to Main menu → Accounting → Accounting exports
  2. Choose the date range
  3. Select the export format that matches your accounting software
  4. Click Schedule

The export report is sent to you by email once processing is complete. Multiple formats are available to support different accounting packages.

Next Steps

Next Payments & Collections