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Billing Profiles

A Billing Profile is the saved commercial identity used by a Service Revenue budget. It keeps the invoice recipient and invoice currency together so users do not have to rebuild that combination for every invoice.

Think of a Billing Profile as a labeled envelope. The recipient tells COMPASS where the invoice goes. The currency tells COMPASS how the invoice is issued.

What A Billing Profile Stores​

Each Billing Profile stores three visible fields.

FieldWhat it meansExample
NameThe label COMPASS users see when selecting the profile.Grand Hotel Berlin - EUR
Invoice RecipientThe Stakeholder organization that receives the invoice.Grand Hotel Berlin GmbH
CurrencyThe currency used on the invoice.Euro (EUR)

The recipient must already exist in Stakeholders. Use an existing Stakeholder whenever possible. Two recipients with similar names are still different records, and choosing the wrong one sends the commercial record to the wrong organization.

How Billing Profiles Control Grouping​

Billing Profiles decide which budgets can share an invoice. One invoice covers one Billing Profile, one invoice basis, and one currency.

For example, two Service Revenue budgets can be selected together when both use Grand Hotel Berlin - EUR and both use Actual Costs. A budget using Grand Hotel Berlin - USD needs a different invoice because the currency is different.

The Billing Profile currency can differ from the budget currency. In that case, the invoice needs a currency conversion. COMPASS shows both currencies, but automatic invoice creation is unavailable because it cannot choose the exchange rate or converted line amount for you. Use the manual invoice flow instead.

Create A Billing Profile​

Create a Billing Profile before completing an externally invoiced Service Revenue budget.

  1. Open Billing -> Billing Profiles.
  2. Click Create Billing Profile.
  3. Enter a clear Name.
  4. Select the Invoice Recipient.
  5. Select the Currency.
  6. Save the profile.

After saving, the profile appears in the Billing Profiles table with Name, Recipient, and Currency. Users with write access can edit it from the Actions column.

Use A Billing Profile On A Budget​

Assign the Billing Profile on the concrete Service Revenue budget under Overview -> Settlement and Invoicing. You can also set a Default Billing Profile on a Service Revenue Budget Blueprint when many new budgets use the same recipient and currency.

The concrete budget remains the final decision. A draft can temporarily have no profile, but an externally invoiced budget needs one before it becomes operational. Without a Billing Profile, the budget cannot provide a valid invoice recipient or currency and does not become usable in the invoice flow.

Use A Billing Profile For Individual Costs​

When you choose Invoice individual costs in Create New Invoice, a Billing Profile is optional. Choose one when you want COMPASS to fill in the recipient, invoice currency, VAT setting, and payment terms. A Budget invoice still requires the profile that its selected Budget uses.

caution

Do not change a shared Billing Profile only to fix one project. The change can affect every budget that uses that profile. Create a separate profile when the recipient or currency is genuinely different.

Edit Or Delete A Billing Profile​

Edit a Billing Profile when its reusable commercial details are wrong. Open Billing -> Billing Profiles, use the row's Actions, update the values, and save.

Delete a profile only when it is unused. COMPASS protects records that are still needed by budgets, invoices, or other billing history. If deletion is blocked, keep the profile for history or move the active budgets to the correct profile first.

Common Mistakes​

  • Problem: Compatible budgets cannot be selected together.

    Fix: Confirm that they use the same Billing Profile and the same invoice basis.

  • Problem: The correct customer is missing from the recipient list.

    Fix: Create or correct the organization in Stakeholders, then return to Billing Profiles.

  • Problem: Create invoice is disabled for a cross-currency budget.

    Fix: Open the manual invoice flow in Billing. Confirm the invoice currency and exchange rate, then review the converted invoice line.