Invoicing Process- Business Team

Modified on Wed, 9 Aug, 2023 at 6:21 PM

Navigate to:

1. Booking creation

2. Booking approval process

3. Creating an invoice request

3.1. Creating an invoice request for a single booking

3.2. Creating an invoice request for multiple bookings

4. Uploading developer confirmation & sending for final approval

1. Booking Creation

The invoicing process for the business team starts when a booking is created. The following users can create the booking:

- Agents from the Sales App

- Team leads from the Dashboard

- Booking approvers (Level 1 & Level 2) from the Bookings page

2. Booking Approval Process

Once the booking is created by the users, it needs to be approved by Level 1 Approver & then by Level 2 Approver. Level 1 approver can be Team Leads and Level 2 approver can be City Leads.

Note: This may vary as per the developer.

The access for Level 1 & Level 2 Approver is given by the mandate owner from the mandate settings.

2.1. Booking Approval at Level 1

I. To approve a booking, the Level 1 approver needs to log in to the Bookings page. Afterward, click on the Booking card.

II. On the right screen, click on the ‘View Details’ under the Booking Details section.

III. Scroll down and click on the button ‘Send for Approval’.

The user with Level 1 Approval access will get the option to ‘Approve’ or ‘Reject’ the booking.

While approving the booking, you can check or update the booking details and fee allocation by clicking on ‘Edit Booking’ on the side screen.

Note: Once the Approver approves the booking, they will not be able to edit the Booking Details. Once approved by the L1 & L2 approvers, bookings can only be edited by the finance team.

If you are changing the allocation, make sure that the sum percentage of all the allocations is equal to 100.

Note:

- The service fee will be calculated automatically based on the brokerage rules applied at the project level.

- There may be some default allocations based on the mandate configuration.

- Fee share can be added in case of channel partner/referral, etc commissions.

2.2. Booking Approval at Level 2

2nd level approval can be done by the users assigned with the role of Level 2 Approver. When level 2 approvers log in, they can verify booking details, service fee calculation, and fee allocations before approving the booking.

The users can follow the above process to approve or reject the booking at Level 2.

Note:

- From the booking details, authorized level 1 and level 2 approvers can approve or reject the booking. On rejection, at both level 1 and level 2, the booking will go back to the sales agent and he needs to send it again for approval.

- Multiple approvers can be configured at each level.

3. Creating an Invoice Request

3.1. Creating an Invoice Request for Single Booking

Level 2 approvers can create an invoice request for the bookings after it is approved at both levels.

I. Log in to the Bookings page and navigate to the booking approved at Level 1 & Level 2.

II. Click on the button ‘Add for Invoicing’.

III. Now, click on the button ‘Create New Invoice’ at the bottom right corner.

IV. In the pop-up, click on the ‘Next’ button and the invoice will be created.

Note:

- To create an invoice request for the booking, it needs to have brokerage fees calculated and allocated to a total of 100%.

- Brokerage rules need to be set at the project level by the finance team.

- Developer confirmation needs to be uploaded before approval.

- Bookings can also be added to a created invoice before approval. Only accessible to booking approver level 2.

- Debit and Credit can also be added to the invoice to adjust the service fee.

3.2. Creating an Invoice Request for Multiple Bookings

I. Log in to the Bookings page and navigate to the bookings approved at Level 1 & Level 2.

II. Click on the button ‘Add for Invoicing’ against all the invoice requests.

III. Now, click on the button ‘Create New Invoice’ at the bottom right corner.

IV. In the pop-up, click on the ‘Next’ button and the invoice will be created.

V. Single invoice request for multiple bookings will be created.

Note: Bookings from multiple mandates cannot be added to a single invoice.

4. Uploading the Developer Confirmation & Send for Final Approval

After the invoice has been created, invoice details can be copied and shared with the developer.

I. Click on the ‘Copy Invoice’ button in the top right corner.

II. The pop-up with the invoice details will open. Click on the ‘Copy Invoice’ button on the pop-up and email it to the developer for confirmation.

III. Once the developer confirms the invoice detail, click on the button ‘Upload Confirmation at the bottom corner & upload the respective file.

IV. Once the developer’s confirmation is uploaded, click on the ‘Send for Approval’ button to send the invoice to the finance team.

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