Blueleaf Billing: Recommended Billing Workflow - Step-by-Step Checklist

1. Clear Billing Readiness

Open the Billing Readiness page to the (current) period
Open “Data Import Status” and check the feeds:

Pending means the data is expected and has not arrived

Inactive means the feed is stale or retired

Leave Status filter on Open and work down the list (the table sorts actionable flags above fyi flags)
Click Resolve on each row

Billing Readiness Dashboard, open flags and Data Import Status

2. Work the run

Note: The top right corner of the Billing Run will show the status. It will either be in Draft, Approved, or Exported status.

Open the “Billing Run” page (by default this opens to the current period’s run)
Review Accounts: Check the included, excluded, and flagged counts above the table. Uncheck box in “Include” column to drop an account from this run alone.

Billing Run, Review Accounts, showing the Include column

Review Fees: Fees shown by client. Expand a client for Billable AUM, Rate, Quarterly Fee, Adjustments, and Final Fee per account. Click “Detail” for the full calculation breakdown

Exceptions: Mid-Period Changes lists the accounts opened or closed inside the period and the Proration Factor applied to each. Click Edit to correct the effective date. On a new account, click “Bill full period only (waive proration)” instead. (Terminations take a date only)

Approve: Read the Billing Run Summary: clients, accounts, exceptions, and Grand Total. Click the “Approve Billing Run” button

If flags are still open or imports are still incomplete, a banner sits at the top of the draft and links back to the “Billing Readiness” page. This banner does not stop you from approving the billing run.

Note: Once the the Billing Run is Approved the options menu at the top of the page changes from -

to -

3. Generate invoices and exports

Open the Exports tab on the approved run and click the “Generate Invoices/Exports” button. That starts three steps: Review Custodians, Configure Export Formats, and Confirm & Generate.

Billing Run, Exports, Step 3 Confirm & Generate

Click “Generate Invoices/Exports” on the last step. The run is marked exported and that cannot be undone.

A billing run keeps the Billing Frequency, Accounting Method, Valuation Type, and Proration Method that were enabled when it was created. Changing any of these settings in Firm Settings reaches the next run, not one already under way.

Need help? Email vipsupport@blueleaf.com with any billing questions, feedback, or issues.