Billing Admin
The Billing Admin page is the frontend operational workspace for billing staff.
It provides a single place to:
- run billing generation workflows
- review team balances
- monitor export batches
- review payments
- work with statements, invoices, and charges
Use this page for day-to-day billing operations. For billing concepts, data flow, and rule behavior, see the Billing Guide.
Access Requirements
The Billing Admin page is available only when:
- the billing feature is enabled
- the user has the
access billing adminpermission
This access is separate from the Admin section.
Important Distinction
access novagrants access to the Admin sectionaccess billing admingrants access to the frontend Billing Admin page
A user may have one without the other.
Recommended Billing Access Pattern
Give billing staff access billing admin plus only the specific billing permissions they need for their tabs and actions.
Where to Find It
Users who have Billing Admin access will see a Billing entry in the authenticated frontend navigation.
This entry opens the billing workspace at the frontend billing route rather than in the Admin section.
How the Page Is Organized
Billing Admin uses a tab-based layout.
Tabs appear only when the user has the permissions required to use that area. This allows facilities to create focused billing roles without exposing every billing function to every staff member.
Core tabs include:
- Operations
- Teams
- Exports
- Payments
- Statements
- Invoices
- Charges
Tab Visibility
The page itself requires access billing admin.
Additional tab visibility is permission-aware:
| Tab | Typical Visibility Requirement |
|---|---|
| Operations | manage statements or manage invoices |
| Teams | access billing admin |
| Exports | view export batches or manage export batches |
| Payments | view payments or manage payments |
| Statements | view statements or manage statements |
| Invoices | view invoices or manage invoices |
| Charges | view charges or manage charges |
This means a user can have Billing Admin access but still see only a subset of tabs.
Operations Tab
The Operations tab is used to launch billing jobs and statement communication workflows.
It supports:
- running billing for a date range
- selecting teams for targeted billing operations
- filtering teams by state and tags
- generating invoice and statement exports
- sending statement notifications
Monthly Billing
The top-level monthly billing action dispatches billing generation for a selected billing period.
Use it when you want to run the standard billing workflow for a broader billing period rather than targeting a specific set of teams.
Team-Scoped Operations
The team operation workflow allows staff to select a billing period, filter teams, choose the relevant teams, and then run an operation against only those teams.
Supported team-scoped operations include:
- Generate Invoices
- Generate Statements
- Generate Invoices & Statements
- Generate Invoice Exports
- Generate Statement Exports
- Send Statement Notifications
Statement Notifications
Statement notifications can include:
- team owners
- billing contacts
- an optional custom administrative message
This is useful when finance staff want to distribute ready billing artifacts with consistent communication.
Teams Tab
The Teams tab provides a billing-focused team browser.
It helps staff review:
- team state
- team tags
- team owner
- outstanding statement balance
- outstanding invoice balance
It also supports filtering by:
- search
- state
- included tags
- excluded tags
Selected teams can be opened in the frontend team view, and users with the appropriate admin permissions may also open the related team record in the Admin section.
Exports Tab
The Exports tab tracks export batches generated from invoice and statement workflows.
This is the operational view for reviewing export status and downloads.
Staff can use it to:
- search export batches
- filter by status
- filter by created date
- inspect export batch details
- download completed export packages
This is especially useful when export generation is asynchronous and staff need to confirm whether a batch has completed, failed, or is still being processed.
Payments Tab
The Payments tab is the payment management surface for billing staff.
Use it to review and manage payment records without moving into the Admin section.
Depending on the user’s permissions and facility workflow, this tab is where finance staff can monitor incoming payments and keep billing records aligned with actual payment activity.
Key workflows include:
- recording new payments
- reviewing allocated and unapplied amounts
- applying remaining unapplied balances later
- searching payment history by team, project, reference, notes, amount, or date
For the full payment workflow, see Payments.
Statements Tab
The Statements tab is the statement working list.
Use it to:
- review generated statements
- inspect outstanding balances
- access usage-correction workflows where available
- continue export and notification workflows after statements exist
This is the right place for team-level billing review once invoices have already been consolidated into statements.
Invoices Tab
The Invoices tab is the project-level invoice working list.
Use it to:
- review invoice records
- inspect billing by project
- access usage-correction workflows where available
- verify invoice generation before statement consolidation
This tab is typically most useful when staff need to investigate billing at a more granular level than the statement.
Charges Tab
The Charges tab is the lowest-level billing review surface in Billing Admin.
Use it to:
- inspect charge records
- review underlying billed usage
- trace invoice and statement totals back to individual charges
- access charge-level correction workflows where available
This is especially useful during billing investigations, rule validation, or manual reconciliation.
Operational Guidance
Use the Billing Admin page when you need to:
- run billing for a specific period
- target only selected teams
- generate export packages for finance workflows
- send statement notifications after exports are ready
- review balances and billing artifacts without opening the Admin section
Use the Admin section when you need to:
- configure rates
- manage billing rules
- manage subscriptions
- perform model-specific administrative setup outside the billing workspace