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Order to Cash Settings

Order to Cash Settings are the business-wide controls for contract billing. They are enforced, not advisory: the billing engine and the approval steps read them every time they run.

Key capabilities

  • Invoice cadence: bill recurring and per-unit lines by Calendar month or in 4-week periods
  • Default net days: how many days after issue a new contract invoice is due (0 to 365, starting at 30)
  • Default tax treatment: a short label such as "exempt" saved with your settings
  • Hours approver role: restrict who can approve or return hours in Hours Approval
  • Invoice approver role: restrict who can approve drafted contract invoices in Invoice Review
  • Slack team ID: link a Slack workspace so people can submit hours with the /hours command
  • One Save button; a confirmation appears when the settings are stored

How it works

Settings apply to the whole business, not to a single contract. They are read at the moment something happens: when an invoice is drafted, when a period is calculated, and when someone clicks approve.

flowchart LR
  settings["Order to Cash Settings"] --> cadence["Billing periods"]
  settings --> due["Invoice due dates"]
  settings --> hours["Who approves hours"]
  settings --> invoices["Who approves invoices"]

How to use it

  1. Open Settings in the Order to Cash workspace.
  2. Choose the Invoice cadence. Calendar month bills on calendar months. 4-week uses rolling 28-day periods that start from each contract's first invoice date.
  3. Enter Default net days. New contract invoices are due that many days after they are drafted.
  4. Optionally fill in Default tax treatment.
  5. To limit approvals, type a role in Hours approver role and Invoice approver role, for example "admin". Leave a field blank to let any member approve.
  6. To accept hours from Slack, paste your workspace's ID into Slack team ID.
  7. Click Save.

Pro tips

  • The business owner can always approve hours and invoices, even when a role is set, so you cannot lock yourself out.
  • Type a role such as admin or member, as set up in Team Members. Only people with exactly that role, or the owner, can approve; anyone else sees a permission error.
  • Net days only affect invoices drafted after you save. Existing drafts keep the due date they have, and you can edit a draft's due date in Invoice Review.
  • Decide the cadence before the first contract bills. The 4-week option counts from each contract's first invoice date, and a contract with no first invoice date falls back to calendar months.
  • Leave the Slack team ID blank to unlink Slack. Clearing the field and saving removes the link.

In-depth guide

Changing cadence on live contracts. Periods that have already been drafted keep their original period, so switching cadence does not rewrite past invoices. The new cadence starts producing its own periods from then on. If a new period overlaps one that already billed, it appears as a draft in Invoice Review where you can adjust or delete it before anything is approved. The 13-week forecast on the Overview follows the cadence you choose.

Approver roles and invoices. The invoice approver setting applies to approving a contract invoice in Invoice Review and to finalizing that same invoice from the regular invoice list, so the restriction cannot be bypassed. See Scheduled Invoices for how drafts reach the queue.

Slack hours. The Slack team ID must look like a Slack workspace ID (a capital T followed by at least eight capital letters or digits, for example T0123ABCD). The DayZero Slack app has to be installed in that workspace, and one workspace can be linked to only one business. If another business already uses it, saving fails with a message saying so. Hours submitted from Slack land in the Hours Approval queue.

Default tax treatment. The label is saved with your settings and does not change any tax calculation. Tax treatment on an individual order is set on the order itself (see Sales Orders).