Blueleaf Billing: Generating Invoices and Payment File Exports

The Generate tab on the Billing Run page produces all client invoices, and one export file per custodian (you pick the format for each one). The Generate tab offers the workflow only on an approved Billing Run.

Go to the Billing Run page and open the approved billing run. Once it is approved it shows three tabs: Overview, Generate, Settings.

Click the Generate tab then click the "Generate Invoices/Exports" button, and follow through the steps outlined below:

Step 1: Review Custodians - Each custodian in the run, with its account count and total fees. After reviewing the data, click Continue.

Step 2: Configure Export Formats - Choose Generic, Custodian format, or Custom for each custodian. Continue stays disabled until every custodian has a format chosen.

• Generic needs no further choice. 
• Custodian format opens a list of the built-in formats, with the format for that custodian selected when one matches.
• Custom opens a list of your own formats, plus Manage custom formats to build one without leaving the step. 

Step 3: Confirm & Generate - The table shows the format, account count, and total fees for each custodian. Review the details shown then click “Generate Invoices/Exports”. This produces the client invoices and one export file per custodian, and marks the run exported.

Step 4: Open the Invoices tab - When a row reads Ready, the Preview button opens that client’s invoice in a new tab and the Download button saves it. The “Download all invoices” button saves the bundle as a single zip file.

A Combined invoice bundle row sits at the bottom of the page:

Step 5: Click Send Invoices to push the invoices to client portals - The button is disabled until every client invoice and the bundle read Ready. It reads Sent once they go, and a confirmation appears:

Step 6: Open the Exports tab - The Exports tab then lists one export per custodian. Each row reads “Generating” until its file is finished, then “Ready” with a Download button, and shows when you last downloaded it. 

Fees set to Bill to Client sit in their own row below the custodian exports, with their account count and total, and View to see the accounts.

Regenerating Invoices or Exports for a Billing Run (without recalculating fees):

1. Go to the Billing Run page (must be in exported status)

2. Select the Settings tab
3. Click the "Regenerate Invoices" button or "Regenerate Exports" button

4. After clicking "Regenerate Invoices" button, a pop-up box will appear with more details, click "Regenerate" to begin the process

5. After clicking "Regenerate Exports" , you will be brought back to the Exports tab where you can follow the steps to verify and regenerate the export files.

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