What is Billing Lock Date?

How does it work?

• What is Billing Lock Date?
• How to Grant a Specific Billing Lock-Off Permissions to a Teammate?
• Locked Actions

What do you need?

1. In order to start configuring the Billing Lock Date functionality, you first need to enable the 'Don't update billing details of issued invoices' option in Settings/Billing Settings/Billing Rules.
   
   
   
2. Only teammates with an Owner role have the permission to manage the Billing Lock Date by default.

What is Billing Lock Date?

Billing Lock Date is a feature that prevents any billing information in the past to be created, modified, or deleted. In this way, organizations can ensure that the information they have already used for accounting purposes (or have submitted to their accounting departments) won’t be changed in the future.

Setting a Billing Lock Date is done through the Admin Platform. Navigate to Billing & Products/Invoices and click on the Set billing lock date button:

When a date is selected and saved, the billing data and actions prior to this date will be locked. Only admins with an Owner role or teammates with specific permissions can do changes to invoices, credit notes, payments, etc. through the UI, Import, API.

How to grant a specific billing Lock-Off Permissions to a Teammate?

As an Owner, you have to decide who else will have the permission to set and change the billing lock date. In order to manage that, you will have to create a specific role.

1. Navigate to Settings/Account Details/Admin Roles and click on Add Role.
   
   
2. Click on Billing and enable the Locking Billing Period component.
3. Click Save.
   
   
   

You can continue tailoring the rest of the permissions for the new role and once you're ready, you can navigate to Settings/Account Details/Admin Users and assign the role to the relevant person.

• You can learn more about user permissions here.
• More information about custom roles can be found here.

Locked Actions

Below we have listed some of the most common actions that will be unavailable when a Billing Lock Date is selected:

• Creating an invoice with an issue date within a locked period

• Creating a credit note with the issue date within a locked period

• Create a payment/overpayment with a payment date with a locked period

• Editing an invoice with an issue date within a locked period

• Editing a credit note with issue date within a locked period

• Editing a payment/overpayment with a payment date with a locked period

• Voiding an invoice with an issue date within a locked period

• Voiding a credit note with an issue date within a locked period

• Voiding a payment/overpayment with a payment date with a locked period

• Deleting an invoice with an issue date within a locked period

• Deleting a credit note with an issue date within a locked period

• Deleting a payment/overpayment with a payment date with a locked period

• Detaching any line items from an invoice with an issue date within a locked period

• Detaching any line items from a credit note with issue date within a locked period

• Executing Manual Bill-run with issue date within a locked period