The monthly Yardbook billing checklist
Use this checklist whether you automate billing or still do it manually. It follows the order that reduces duplicate invoices, missed credits, failed delivery, and unreconciled payments.
1. Lock the billing period
Write down the exact first and last day of the previous month. Check Auto Invoice History and your own run log before generating anything.
- Confirm this period has not already run
- Use Last Month or exact dates
- Leave Include Active & Completed Jobs unchecked unless your business deliberately requires it
2. Validate newly generated invoices
Review every new invoice before delivery.
- No zero-dollar or negative invoices
- Customer, line items, and delivery details are present
- Amounts fall within your normal thresholds
- Only one invoice exists for the customer and period
3. Deliver without repeats
Filter Select Multiple to New status. Email no more than 100 at once. If more remain, wait 10 minutes, reload, and confirm the first group changed status before continuing. Send text individually for customers with no email.
4. Apply credits, then process cards
Open Charge Credit Cards on File. For each eligible invoice, apply any available credit, refresh, confirm the remaining amount, and use Yardbook’s own Charge Card action.
5. Reconcile and report
Record invoice counts, amounts billed and collected, failed payments, missing contact details, exceptions, and unexpected errors. Preserve the audit trail before calling the run complete.