Assign Halo Recurring Invoice

This window lets you tell BillingBot which Halo recurring invoice a customer's monthly billing should be sent to. It is the step that connects a BillingBot customer with the corresponding recurring invoice document within Halo, so that automatically generated charges (licenses, services, etc.) land in the right place.

When to use this screen

Use this screen when a customer does not yet have a Halo recurring invoice defined (or needs to change it) for their monthly usage charges. It is normally opened from:

• The Companies list, when configuring or reviewing a customer's integration with Halo.
• The Ready to Invoice screen, when you are preparing the month's billing and notice that a customer does not yet have a recurring invoice assigned.

What it shows

• Halo Company Name: the customer's name in Halo, in a read-only field so you can confirm you are working on the correct company.
• Available Recurring Invoices: a table with all the recurring invoices that exist in Halo for that customer. For each one it shows:
  • Id: the identifier of the recurring invoice in Halo.
  • Amount: the amount due (amountdue) of that recurring invoice.
  • Reference: the reference or name that identifies the recurring invoice.
  • Contract: the contract associated with that recurring invoice.
  • Next Creation Period: the next period in which Halo will generate that invoice.
• A search box ("Search invoices...") at the top right of the table, to quickly filter among several recurring invoices.

Available actions

• Search box: type any text to filter the table by reference, contract, amount, or next creation period. The filter is applied instantly, no need to press Enter.
• Sort and filter columns: you can click the column headers to sort the table, or use the column filters to narrow down the results.
• Assign button (on each row): assigns that recurring invoice to the customer. This action immediately replaces any recurring invoice the customer had previously assigned; future charges will be directed to the newly selected invoice.
• Close icon (X): closes the dialog without assigning any recurring invoice. The invoice list and search filter are cleared when it closes.

Step-by-step flow

1. Open the customer's record from Companies (or from Ready to Invoice) and access the option to assign the recurring invoice.
2. BillingBot automatically queries Halo for all existing recurring invoices for that customer and shows them in the table.
3. If the customer has many recurring invoices, use the search box to find the one you need by reference, contract, amount, or period.
4. Locate the row with the correct recurring invoice and click the Assign button on that row.
5. BillingBot immediately saves that assignment on the customer's record and closes the window automatically.
6. From that point on, the charges that BillingBot generates for that customer will be sent to the selected recurring invoice.

Common errors and how to resolve them

• No recurring invoice appears in the table: this means the customer does not yet have any recurring invoices configured in Halo. You must create a recurring invoice in Halo first and then reopen this screen.
• An error message appears while the table loads: if Halo does not respond or there is a connection issue, BillingBot shows an error message with the details of the problem. Check the connection with Halo from the integrations section and try opening the screen again.
• An error message appears when you click Assign: if a problem occurs while saving the assignment (for example, a communication error with the server), BillingBot shows the corresponding error message. In that case, try the assignment again; if the problem persists, contact support with the message shown.
• Unexpected error: if an unexpected error occurs while loading the list or assigning, BillingBot logs it internally and shows you a message asking you to report the issue. Note down the exact message to make support easier.

Related screens

• Company Management
• Edit Company
• Assign Company to Halo
• Ready to Invoice
• Bulk Recurring Invoice Mapping