Billing Packet Merge
Creating Billing Packets by Merging Documents
Context:
When sending invoices to clients, you often need to include supporting documentation such as backup files, proof of work, receipts, or other job-related documents. Creating a billing packet by merging these documents into a single PDF ensures that clients receive all necessary information in one organized file, making it easier for them to process payments and maintain records. Base's billing packet merge feature automatically combines your invoice with selected supporting documents into a single, professional PDF.
Streamlining Invoice Delivery
The Challenge:
Sending invoices to clients typically requires including multiple documents—the invoice itself, backup documentation for charges, proof of work files, receipts, and other supporting materials. Manually combining these documents is time-consuming and error-prone. You need a way to automatically merge all relevant documents into a single, organized PDF that clients can easily review and process.
Base's Solution:
Base's billing packet merge feature automatically combines your final invoice with selected supporting documents into a single PDF. The system intelligently includes billing backup files associated with charges, job files, and any other documents you select. The resulting billing packet is saved as a file record associated with the invoice, making it easy to download, share, or send to clients.
Understanding Billing Packets
What is a Billing Packet?
A billing packet is a single PDF document that contains:
Final Invoice: The approved invoice document
Billing Backup Files: Supporting documentation for charges (receipts, proof of work, etc.)
Job Files: Files associated with the job (photos, documents, etc.)
Additional Documents: Any other files you select to include
When to Create Billing Packets:
Create billing packets when:
Client Requirements: Clients require all documentation in one file
Professional Presentation: You want to present a complete, organized package
Record Keeping: You need a consolidated record of all invoice-related documents
Email Delivery: You're sending invoices via email and want a single attachment
Compliance: You need to maintain complete documentation for billing
Step-by-Step Guide: Creating a Billing Packet
1. Navigate to the Invoice:
Go to Accounting → Accounts Receivable
Find and open the invoice you want to create a billing packet for
Ensure the invoice is approved (billing packets typically require an approved invoice)
2. Access Billing Packet Options:
In the invoice detail view, look for "Billing Packet" or "Create Billing Packet" options
This may be in the invoice actions menu or in a dedicated section
3. Select Documents to Include:
Base automatically includes:
Final Invoice: The approved invoice document
Billing Backup Files: Any backup files associated with invoice line items/charges
Job Files: Files attached to the job
You can also:
Select Additional Files: Choose other files to include in the packet
Exclude Files: Remove files you don't want to include (if the interface allows)
4. Generate the Billing Packet:
Click "Create Billing Packet" or "Merge Documents"
Base will:
- Generate the final invoice document
- Merge all selected files into a single PDF
- Save the merged document as a file record
- Associate it with the invoice
5. Access the Billing Packet:
The billing packet appears in the invoice's file attachments
You can:
- Download: Download the PDF for local storage or email
- Share: Share the file with clients or team members
- View: Open and review the merged document
Billing Packet Contents
Automatic Inclusions:
Base automatically includes:
1. Final Invoice Document: The approved invoice with all line items and totals
2. Charge Backup Files: Any billing backup files attached to charges on the invoice
3. Job Files: Files associated with the job that the invoice belongs to
File Order:
The billing packet typically follows this order:
1. Invoice (first page)
2. Billing Backup Files (in order of charges on the invoice)
3. Job Files (in order they appear on the job)
File Format:
All files are merged into a single PDF document
The file is named:
billing-packet-{invoice-number}.pdfThe file is stored in Base's file system and associated with the invoice
Batch Billing Packets
Creating Packets for Multiple Invoices:
You can create billing packets for multiple invoices at once:
1. Select multiple invoices (typically for the same client)
2. Use the batch billing packet feature
3. Base creates a separate billing packet for each invoice
4. Each packet includes that invoice's specific documents
Use Cases for Batch Packets:
Monthly Billing: Create packets for all invoices in a billing cycle
Client Delivery: Prepare packets for all invoices going to a specific client
Bulk Processing: Process multiple invoices efficiently
Best Practices
Document Organization:
Keep Files Organized: Ensure job files and backup documents are properly organized before creating packets
Review Before Merging: Check that all necessary documents are included
Name Files Clearly: Use descriptive file names for easier identification in the packet
Billing Backup Files:
Attach Early: Attach billing backup files to charges when creating them
Use Consistent Formats: Use standard file formats (PDF, images) for better compatibility
Include All Proof: Ensure all necessary proof of work is included
Client Delivery:
Review Packet: Review the merged packet before sending to clients
Test Download: Download and open the packet to verify it looks correct
Include in Email: Attach the billing packet when emailing invoices to clients
Record Keeping:
Save Packets: Keep billing packets for your records
Archive System: Use Base's file system to maintain organized records
Compliance: Ensure packets meet your compliance and record-keeping requirements
Troubleshooting
Packet Not Creating:
If the billing packet fails to create:
Check Invoice Status: Ensure the invoice is approved
Verify Files: Check that files exist and are accessible
File Size: Very large files may cause issues—try reducing file sizes
Permissions: Ensure you have permission to create billing packets
Missing Files in Packet:
If files are missing from the billing packet:
Check File Associations: Verify files are properly associated with the invoice or job
Verify Backup Files: Ensure billing backup files are attached to charges
Review Selection: Check if you need to manually select additional files
Packet Format Issues:
If the merged PDF has formatting problems:
File Compatibility: Ensure source files are in compatible formats
File Corruption: Check that source files aren't corrupted
Try Individual Files: Test merging individual files to identify problematic documents
Related Features
Billing packet merge works with several other Base features:
How to Create an Invoice: Learn how to create invoices that can be included in billing packets
Viewing, Updating, Archiving, Batching, and Approving Invoices: Understand invoice management workflows
How to Upload Files to a Job: Learn how to add files that can be included in billing packets
How to Create Charges on a Job: Understand how to add charges with backup files
Summary
Billing packet merge in Base streamlines the process of creating comprehensive invoice packages for clients. By automatically combining invoices with supporting documentation, backup files, and job files, Base ensures that clients receive all necessary information in a single, organized PDF. This feature saves time, reduces errors, and provides a professional presentation of your billing documentation.
If you have questions about creating billing packets or encounter any issues, our support team is ready to help.