Auto-billing


Validation Process for Newly Issued Invoices

SOP: Invoice Review and Currency Validation Process

Purpose:

To ensure the accuracy of invoicing by validating the client details, invoice amounts, currencies, and other key invoice attributes.

Timeline: Process has to be followed up each month on 2nd day of a new month


Step 1: Request List of Invoices (from Developers Team)

  1. Request the invoice list (in production). This list must include the following details:

Step 2: Currency Validation

  1. Filter the currency column and check for any unusual currencies, such as TZS, VND, or others that do not align with standard billing practices at Eskimi.
  2. Verify that the invoices are issued in the correct currencies for each Eskimi entity as follows:

Step 3: Invoice Amount Validation

  1. Check for any invoices with negative amounts. Only credit notes should have negative values.
  2. Investigate any invoices with very small amounts (e.g., $0.01, $1.00, or atypical amounts like $26.00) by verifying:

Step 4: Example of Invoice Review

This below example indicates that usual client‘s billing is USD:



                 In the company profile settings choose the user which has USD currency as the main and set it as a default for billing:


 

Summary:

This SOP outlines a detailed process for invoice review, currency validation, and user account checks to ensure the accuracy and correctness of invoices issued for the previous month.

Various reports to be checked during the month


Various reports to be checked during the month

Guidelines for Checking Self-Service Clients with Incorrect Billing Settings in PowerBI

Objective:
To ensure correct auto-billing settings for self-service accounts, which will result in accurate automatic invoice generation. Sometimes campaigns are run for self-service accounts, but the billing settings under company profile remain configured for managed clients. This task ensures that settings are corrected promptly.


Frequency:


Steps to Follow:

  1. Access the Report on PowerBi called "Self service deals"
    The report can be accessed via this Power BI link.

  2. Filter the Report

    • Look for the "Not Automated Deals Spend Tracking" section.
    • Set the month filter to "Current" to review the latest data.
  3. Identify Accounts
    The report will show accounts that have spent money but whose company profile settings are incorrect. These accounts need to be addressed.

  4. Update Company Profile Settings on DSP
    If accounts are found with incorrect settings, take the following actions in the company profile:

    • Change the auto-billing settings as required.

      Before Changes:
      The company profile will show the incorrect settings for managed clients.

      After Changes:
      The profile should be updated as follows:

      • End of Month Billing selected.
      • Third Grouping chosen.
      • The appropriate account for invoice generation selected.
    • Ensure all updates are properly saved and attached to the respective company profiles.

  5. Exceptions

    • Internal accounts or users, such as Eskimi - Artem P., Test, do not require these changes.

Reminder:
This task should be done at least twice a month and especially towards the end of the month before the monthly billing to ensure no errors in invoice generation.

Various reports to be checked during the month

Instructions for Using the "Accounts with Billing Issues" Report (Lookerstudio)

The Accounts with Billing Issues report identifies clients with incorrect billing settings, where the account management does not align with the billing profile. This includes both active and inactive accounts. The purpose of this report is to correct billing settings within the DSP company profiles.

Frequency:


Steps to Use the Report

  1. Download the Report:

    • Access the report and download it in Excel format.
  2. Remove Duplicates:

    • In the Excel file, remove duplicates in Column B. This will give you a list of companies that need your attention.
  3. Check Companies:

    • Review the companies one by one to identify billing issues.
  4. Ignore Internal Accounts:

    • Skip internal company names such as Eskimi, NULL, or test as they don't require changes.

How to Know if a Company’s Billing Settings Are Correct

Companies can be categorized as Mixed (both self-service and managed accounts), Self-service, or Managed.

1. Mixed Type (Self-service and Managed Accounts)

2. Self-service Type

Summary for Correct Billing Setup:

3. Managed Type


How to Choose the Main Account for Billing

If there are multiple accounts, here's how to select the main billing account:


Troubleshooting: Notification When Saving Changes

If you receive a notification while trying to save changes, it means some accounts need to be added to the Auto-billing list.
Select the relevant users and save changes.

Here is an example of notification:

Here is an illustration where the users have to be selected:


Summary for Correct Billing Setup (Self-service Example):

For self-service clients:


By following these steps, you can effectively identify and resolve billing issues in client accounts, ensuring correct and compliant billing settings.