Overview
There are multiple options for carrying out an invoice run. Some options will pick up un-invoiced Transactions, while others will instead calculate invoice values based off the details in a Trade contract.
Show or Hide options
You can show or hide invoice run options by going to Administration>Settings>Trade and click on the "transactions" link at the top of the screen.
When there, scroll down to see the invoice run options.
Any that will not be used by your business can be unticked. Once you hit Save that option will no longer appear on the Invoice Run screen.
Available Invoice Run Types
While there are several options for invoices run types, some of them may not be relevant to your business and so can be hidden from the invoice Run screen.
Show or Hide options
You can show or hide invoice run options by going to Administration>Settings>Trade and click on the "transactions" link at the top of the screen.
When there, scroll down to see the invoice run options.
Any that will not be used by your business can be unticked. Once you hit Save that option will no longer appear on the Invoice Run screen.
Standard Runs
The "Standard" and "Individual" invoice run are used across the entire system and will pick up any Transaction that are eligible for invoicing and have not yet been invoiced.
Note: a transaction may not be eligible for invoice for various reasons. There are covered in the Transactions not Invoiced knowledge article
Standard Run
The "Standard" run allows you to set certain filters but will then go through the entire system looking for un-invoiced transactions from all Accounts and Addresses.
The invoices will be grouped and split according to the invoice grouping options set against those account and addresses.
Note: details on invoice grouping please refer to the Invoice Grouping knowledge article.
Individual Run
The "Individual" run works the same as the above, but allows you to select a single account or address and only invoice the transactions there.
Important: These run types will pick up ALL available transactions. This means that as well as actual jobs, the runs will also pick up items such as one-off charges, rental charges, permits and duty of cares.
Contract Based Runs & DD Contract Based runs (Trade)
These are used primarily for Trade contracts where they may be hundreds or more tickets for bin collections. Rather than invoice each ticket separately these runs will look at the details on the trade contract items and work out the invoice value.
The Invoice Run Type is set against the contract itself to determine which contracts are picked up by which run.
Note: The "DD" options are only used if the Direct Debit option is enabled on the trade contract. Other than the runs operate exactly the same
Monthly Advance Contracts
This option would be used if you are going to carry out the invoice run at the start of each month to charge for the upcoming collections. For example you would carry out the run on 01/12/25 to charge for all the collections in December.
When run the system will look at the frequency and price on the contract items and the Last invoice Date on the contract. From there the system will calculate how many collections should be in the invoice run date range and produce a figure.
For example an item set to collect 1 bin every Monday at £3.00 each collection will generate an invoice with a value of £12.00 for November 2025 (because there are 4 Mondays in that month).
Quarterly Advance Contracts
This option would be used if you are going to carry out the invoice run at the start of each quarter to charge for the upcoming collections. For example you would carry out the run on 01/10/25 to charge for all the collections in October, November and December.
When run the system will look at the frequency and price on the contract items and the Last invoice Date on the contract. From there the system will calculate how many collections should be in the invoice run date range and produce a figure.
For example an item set to collect 1 bin every Monday at £3.00 each collection will generate an invoice with a value of £39.00 for 01/10/25 to 31/12/25 (because there are 13 Mondays in that period).
Important: The quarterly option also has an option of "Cycles" where contracts can be grouped into 3 quarterly groups. This is fully detailed in the Quarterly Invoice Cycles knowledge article.
Monthly Arrears Contracts
This option would be used if you are going to carry out the invoice run at the start of each month to charge for the collections from the previous month. For example you would carry out the run on 01/12/25 to charge for the collections that were carried out in November.
When run the system will look at the frequency and price on the contract items and the Last invoice Date on the contract. From there the system will calculate how many collections should be in the invoice run date range and produce a figure.
For example - on 01/12/25 you carry out a Monthly Arrears run for an item set to collect 1 bin every Monday at £3.00 each collection. The system will generate an invoice of £12 because there are 4 Mondays in the November.
Quarterly Arrears Contracts
This option would be used if you are going to carry out the invoice run at the start of each quarter to charge for the collections carried out the previous quarter. For example you might carry out the run on 01/01/26 to charge for all the collections in October, November and December of 2025.
When run the system will look at the frequency and price on the contract items and the Last invoice Date on the contract. From there the system will calculate how many collections should be in the invoice run date range and produce a figure.
For example an item set to collect 1 bin every Monday at £3.00 each collection will generate an invoice with a value of £39.00 for 01/10/25 to 31/12/25 (because there are 13 Mondays in that period).
Important: The quarterly option also has an option of "Cycles" where contracts can be grouped into 3 quarterly groups. This is fully detailed in the Quarterly Invoice Cycles knowledge article.
Warning: The above invoice options will calculate the value based off the proposed contract values. This means that if a collection gets deleted the price will not change. The Scheduled run type will factor in the actual collections and only include actual booked lifts when calculating the values.
Monthly Scheduled Advance
This works the same as the above Monthly Advance Contracts but looks at the scheduled collections rather than the basic contract values.
For example an item is set to collect 1 bin every Monday at £3.00 each collection. There are 4 Mondays in November but one of the collections has been cancelled for some reason. The invoice will therefore generate an invoice of £89 because only 3 collections are actually scheduled in.
Quarterly Scheduled Advance
This works the same as the above Quarterly Advance Contracts but looks at the scheduled collections rather than the basic contract values.
For example an is item set to collect 1 bin every Monday at £3.00 each collection. But the customer has called to cancel all collections in December due to a site closure.
Therefore the system will generate an invoice with a value of £24.00 for 01/10/25 to 31/12/25 (because there are only collections scheduled for 8 Mondays in that period).
Monthly Scheduled Arrears
This works the same as the above Monthly Arrears Contracts but looks at the scheduled collections rather than the basic contract values.
For example - on 01/12/25 you carry out a Monthly Scheduled Arrears run for an item set to collect 1 bin every Monday at £3.00 each collection. But the customer cancelled 1 of the collections that month.
The system will generate an invoice of £9 because there were 3 collections in the November.
Quarterly Scheduled Arrears
This works the same as the above Quarterly Arrears Contracts but looks at the scheduled collections rather than the basic contract values.
For example an is item set to collect 1 bin every Monday at £3.00 each collection. But the customer cancelled all collections in December due to a site closure.
Therefore an invoice run carried out on 01/01/26 for the previous quarter will generate an invoice with a value of £24.00 for 01/10/25 to 31/12/25 (because there were only collections scheduled for 8 Mondays in that period).
Carrying out the Invoice Run
Once you have selected what invoice run type you will be presented with the Invoice Run screen.
Each run type has a slightly different set of filters at the bottom that can be used to only invoice certain subsets. For example using the Account Manager option on a Trade invoice run will ensure that only contracts for that manager are invoiced.
But the upper section is the same for all invoice runs.
Company - select the company that you are invoicing against.
Start Date - This is the date that the system will start looking for transactions/collections.
End Date - This is the date that the system will search up to when locating the transactions/collections for invoicing.
Invoice Date - This is the date that will appear on the printed or emailed invoice.
Schedule Time - If you want the system to carry out the invoice run at a set time (perhaps outside of office hours) then you can select the date and time here.
Batch Size -
Category - this allows you to only invoice accounts that all into a certain invoice Category. These are explained further in the Invoice Category knowledge article.
Once you have set the parameters you can click on Run to carry out the invoice run, or Schedule (if you have set a Schedule time above) to set the Invoice run to be carried out at the desired time.