When does eBillingHub refresh and synchronize invoice data between itself and my time and billing system?
There are four synchronization processes that are performed deliberately or behind the scenes when using eBillingHub. When a synchronization is executed, eBillingHub looks to your time and billing system, updating invoice statuses on the Active Invoices tracking page, based on what payment information is read. If the synchronization occurs in the Billing Wizard, eBillingHub will pull real-time invoice data for all invoices that are available to generate and submit, based on your firm’s eBillingHub configuration.
- Selecting a client in the Billing Wizard
When you select a client in the Billing Wizard, eBillingHub synchronizes with your time and billing system, retrieving the most up-to-date invoice information for that particular client, displaying any new invoices available to generate and submit, as well as updating invoices on the Active Invoices tracking page to paid for any invoices for the selected client, that have had their payment applied in full, back in your time and billing system.
- Clicking Sync All Invoices from the Billing Wizard Select Invoices page
When you click the Sync All Invoices button located on the top right of the Select Invoices page within the Billing Wizard, eBillingHub will refresh all invoice data for all of the clients shown on that page (list of currently mapped clients), as well as updating invoices on the Active Invoices tracking page to paid for any invoices that have had their payment applied in full, back in your time and billing system.After completing the synchronization, the list of clients shown will reduce to only the clients that currently have invoices available to generate and submit.It is recommended this synchronization is run at least once a week, in the event that you are not periodically clicking on your full client list within a billing cycle, which as mentioned above, keeps your Active Invoices page up-to-date.
- Executing the Synchronize Invoice option from the Action dropdown menu
You can run a synchronization for any number of invoices you have selected on the Active Invoices tracking page.If the invoice(s) have had full payments applied in your time and billing system, during the synchronization, eBillingHub will update the status of the invoice(s) to paid, and drop it from the Active Invoices page.As a helpful tip, prior to running the synchronization, use the Columns To Show filter to add the Total Payments and Remaining Balance columns to your Active Invoices display. This action will return populated data, in those two columns, from your time and billing system, for all invoices that have an active balance.
- Synchronizing through reporting tools
Certain reports run a synchronization between eBillingHub and your time and billing system before returning the data, allowing the report to show you the most up-to-date information.Reports that synchronize prior to loading the report include the Aging A/R, Average Days to Pay, Collection Status, Posted Pre-bills, Invoices 30 Days and Older and Not Updated, Value of Aging Invoices, and the Billing Progress Dashboard.
As a general tip, if an invoice status updates to paid during any of the synchronization options above, eBillingHub will associate the user name of the person running the synchronization with the final paid status in eBillingHub. So, when reviewing invoice history data, the original submitting user can differ from the paid status user.