Self-Billing

Self-billing lets you raise a tax invoice on behalf of a supplier for approved work. Each issued document has its own number and frozen PDF. The supplier is the seller; your billing entity is the recipient that creates the document.

Open Finance → Self-billing. The page has Documents, Agreements and Monthly draft tabs. Finance must be enabled for your organisation.

To do this	You need
Read agreements and documents	A purchasing read capability
Draft, approve or discard a document, or start a run	procurement:manage_bills
Create, file, activate or withdraw an agreement; change supplier settings; issue, void or correct a document	finance:manage_settings and procurement:manage_bills
See amounts or download a document	finance:view_cost as well as read access
Send a supplier PDF or use the priced correction controls	Both management capabilities and finance:view_cost

Prepare the supplier and agreement

Self-billing starts off for each supplier. An enabled supplier still needs a valid agreement and confirmed rules for the issuing billing entity.

1. Open Agreements. Use Find supplier and the Supplier filter.
2. In Supplier settings, choose Turn self-billing on.
3. If you have cost access, review the current agreed rate. To change it, enter New agreed rate, Rate currency and Rate unit, then choose Save agreed rate. Newly drafted work uses the change. Existing documents keep their recorded values. If no supplier rate is set, the run uses the time entry’s recorded cost rate where available.
4. Choose Create agreement. Select the supplier and billing entity, enter Effective from and, if needed, Effective to, then create the record.
5. Choose File signed document on that agreement. Upload the document already signed by both parties, up to 25 MB, then choose File signed document in the dialog. Filing does not collect signatures or activate the agreement.
6. Choose Activate. Only one agreement can be active for a supplier and billing entity. Withdraw an earlier active agreement first if replacing it.

Filing retains the exact file and records both parties, the supplier’s tax identity and the rules relied on. Filed means Runnit has retained the matching document, not just recorded a checksum. Download agreement retrieves that retained copy even if the original uploaded asset is later edited or deleted.

An older signed agreement without retained proof shows Not filed. File the original signed document whose checksum matches the recorded signature. If the terms or file have changed, create a new agreement instead.

Use Enablement billing entity to check a particular agreement’s entity; the initial check uses your default billing entity. The page explains why self-billing is unavailable. Issuing checks validity again, including the agreement dates, retained file, supplier identity, withdrawal and current rule confirmations. Withdraw requires a reason and stops further issue under that agreement. It leaves issued documents intact.

Confirm the applicable rules

Review Tax Rules by Jurisdiction and confirm the applicable rules in Finance setup before filing or issuing. A changed rule version may require fresh confirmation.

Runnit’s configured rules support Australia and the United Kingdom after the statutory statement is confirmed. The EU configuration requires confirmation of all four self-billing rules. New Zealand cannot issue because the required statement is missing. The US configuration does not permit self-billing. Missing rules or required wording cannot be supplied by a confirmation alone. These are the product’s issue checks; confirm the applicable requirements for your arrangement before using it.

Draft and review a period

1. Open Monthly draft, choose From and To, and optionally filter to one supplier.
2. Choose Draft them now. The run happens on demand; there is no monthly schedule.
3. Review the drafted count and any skipped sources or errors.
4. Open Documents and review each draft and its consumed sources. Use Previous documents and Next documents for longer lists.
5. Choose Approve it. If the bill needs approval, wait for that decision.
6. Once approved, choose Issue it. Issue assigns the number, freezes the contents and prepares the PDF. A closed period refuses issue; a soft-closed period needs an authorised adjustment reason.

The run groups approved time by supplier and billing entity, with at most 200 lines per document. It continues into further documents in the same run. If a draft fails partway through, successful drafts remain. Resolve the error and run again to pick up remaining sources without duplicating earlier claims. Newly approved time can be picked up even while earlier drafts remain open.

Time in an incompatible currency or without a usable rate is skipped and reported. Runnit does not invent a converted supplier rate. Only approved time is collected automatically; supplier-uploaded invoices follow the separate Supplier Portal review workflow.

Download and send

Open an issued document and choose Download PDF. If rendering is still pending or has failed, resolve that problem and try the download again.

To send it, use Supplier delivery:

1. Enter Recipients (comma separated), with optional CC, Reply-to and Message. Each address list allows up to 20 recipients.
2. Choose Send issued PDF. Delivery is a separate request from issue.
3. Use Refresh delivery to inspect Delivery history.

The issued PDF is always attached. Rendering failures are retried before mail is sent. Current permissions and document state are checked again at delivery; voided documents and requests whose sender lost access are skipped. Demo, sandbox and training datasets suppress outbound mail.

Accepted by mail provider is not confirmation that the recipient received it. If a stopped attempt has an unknown outcome, check with the recipient before sending again. Sending again creates a separate delivery request.

Correct or discard a document

A draft reserves time without changing cost. Discard it before recreating it or changing the reserved time. An approved bill replaces the recorded time cost on the bill date. A void restores that time cost on the chosen void date, so earlier months retain their original values.

To change an issued document:

1. Open it and choose Correct document.
2. Enter the Correction date, and a soft-close adjustment reason if needed.
3. Review each line’s description and net amount. The correction keeps the original source quantities and budget links.
4. Enter a Reason and choose Void and draft correction.
5. Review, approve and issue the replacement draft, then send its PDF if needed.

The void and replacement succeed together. If replacement drafting fails, the original remains issued. The replacement names the original document; the original number, PDF and history remain. Changed source quantities need separate reconciliation of the time records. Choose Void it for a standalone void, enter Void date and a reason, then confirm. Date defaults use your organisation’s timezone. A standalone void releases its time so a later run can bill it again while preserving the reversed claim.

Continue to Paying Suppliers and People to record payment, or ask Ru to inspect the records and carry out authorised steps with your current permissions.