Billing & invoicing

Month-end billing in Opentra ends where it should: as draft invoices in Xero, reviewed and gated.

Billing runs

A run moves through three states:

DRAFT — the run is created across your client orgs.
REVIEWING — you review each org’s time and contract line items and approve or skip them.
INVOICED — a manager finalises the run and invoices push to Xero.

DRAFT ──▶ REVIEWING ──▶ INVOICED → Xero (as drafts)

Manager gate & Xero

Finalising a run is manager-only. Invoices push to Xero as drafts — Xero stays the final human gate before anything reaches a client. Per-org rate overrides and rounding are honoured, so the invoice matches the timer to the cent.

One-off invoices

Raise a standalone invoice outside a run — for hardware or one-time work. It pushes to Xero as a draft like everything else.

Billing settings

The shape of every invoice is set once in Settings → Billing, so runs and one-offs come out consistent:

Setting	What it controls
Tax rate & label	Percentage applied to taxable lines, and the label shown (GST, VAT, Sales Tax).
Billing period	Monthly or quarterly, with the period start day (1–28) that defines the cycle.
Payment terms	Default days until an invoice is due.
Invoice number prefix	Prepended to invoice numbers (e.g. `INV-0042`).
Default product markup	Applied to a product with no per-product override.
Xero account code	Default account code on Xero invoice lines (e.g. `103.01`).
Xero invoice reference	A template with `{orgName}`, `{period}` and `{invoiceNumber}` tokens — e.g. `IT Support – {orgName}`.
USD → AUD exchange rate	Converts USD-priced software costs into your billing currency.

Monthly service reports

Optionally email a monthly service report (tickets, time, SLA attainment) to each service-agreement client’s owner/admin contacts. Off by default; enable in Settings → Helpdesk, with per-client opt-out. See Reports & QBR and SLA & service targets.