Monthly Invoice Dispatch

Generate and send every recurring monthly invoice on schedule — batched, branded, approved, and synced to your ERP.

Category: Accounts Receivable

For any business with recurring revenue, the first week of every month disappears into the same ritual: pull the list of active accounts, generate each invoice, double-check amounts and prorations, send them out one by one, and post them to the ERP. It is high-volume, repetitive, and unforgiving — one missed account is lost revenue, one wrong amount is a dispute.

This OCTA Core workflow runs the entire monthly dispatch on a schedule. It gathers every active billing account, generates the month's invoices with the correct amounts and any prorations, routes the batch for a single approval, finalises branded PDFs, dispatches them to each customer, and syncs the posted invoices to your ERP — all in one orchestrated run.

The result: the monthly invoice run goes out on the same day every month, complete and consistent, with one approval instead of hundreds and zero accounts forgotten.

How it works

This workflow runs end-to-end inside OCTA Core's automation builder. Each node below maps to a step in the canvas.

Monthly Schedule Triggered (TRIGGER) — WHEN the billing date hits: OCTA starts the run on your billing date — the first of the month, a fixed business day, or a custom schedule. The billing period and currency are set at kickoff.
Gather Active Billing Accounts (RECORDS): OCTA collects every account due to be billed this period — pulling customer, plan, amount, billing terms, and any add-ons or usage from your subscription system, CRM, or ERP. Paused, cancelled, and not-yet-started accounts are excluded automatically.
Generate Invoices (TRANSFORM): OCTA generates the month's invoices — applying recurring charges, prorations for mid-cycle changes, usage components, discounts, and tax. The output is a complete batch of draft invoices, one per account, ready for review.
Batch Approval (CONDITION) — Single sign-off: The full batch is routed for one consolidated approval, with totals, account counts, and any flagged anomalies visible at a glance. Approve to release the whole run, or hold specific invoices for adjustment before sending.
Finalize PDFs (RECORDS): Approved invoices are locked, generated as branded PDFs, timestamped, and stored with a full audit trail. Each invoice carries the correct number, due date, and customer details.
Dispatch to Customers (COMMUNICATE): OCTA sends each invoice to its customer on your configured channel — email or customer portal — with personalised content. Delivery is tracked per account; failed deliveries trigger an alert rather than silently dropping.
Synced to ERP (SYNC): Every issued invoice is written back to your ERP — with the correct GL codes, cost centers, and period — so AR and revenue are current the moment the run completes. No manual posting, no duplicate-entry risk.

What You Can Customize

Run schedule: Dispatch on the first of the month, a fixed business day, or a custom cadence — or trigger a run on demand.
Billing logic: Configure recurring charges, prorations, usage components, discounts, and tax rules for how invoices are generated.
Account selection: Define which accounts are in scope each period and the rules that exclude paused, cancelled, or not-yet-started accounts.
Approval model: Approve the whole batch in one sign-off, or set thresholds that hold specific invoices for review before release.
Dispatch and ERP mapping: Choose the customer channel and template, and map issued invoices to your ERP's chart of accounts, cost centers, and period.

Prerequisites

Subscription system, CRM, or ERP connected to OCTA Core with active-account and billing data available.
Billing logic documented — recurring charges, proration, usage, discounts, and tax rules.
Account-selection rules decided for what is in and out of scope each period.
Approver role assigned for the monthly batch sign-off.
ERP connected with posting fields mapped, and outbound email configured with your sender domain verified.

Setup Instructions

Connect your billing source and ERP: Go to OCTA Core → Apps → Integrations and connect the system holding your active accounts plus your ERP. Confirm account, plan, and billing data are syncing.
Schedule the run: In the workflow builder, open the Monthly Schedule Triggered node and set your billing date, period, and currency — or enable manual starts.
Configure account selection: In the Gather Active Billing Accounts node, define which accounts are in scope and the rules that exclude paused, cancelled, or not-yet-started accounts.
Set your billing logic: In the Generate Invoices node, configure recurring charges, proration, usage components, discounts, and tax so invoices generate correctly.
Define batch approval: In the Batch Approval node, set single-batch sign-off or thresholds that hold specific invoices for review. Assign the approver.
Configure dispatch and ERP sync: In the Dispatch node, set the customer channel and template. In the ERP Sync node, map issued invoices to your posting fields. Test with a small batch first.
Activate and monitor: Set the workflow to Active. Run a shadow test with a handful of accounts to validate generation and dispatch before the full run. Monitor run history in OCTA Core → Automations → History.

Use Case

Built for finance teams with recurring revenue at volume — subscription businesses, SaaS companies, membership and retainer models, and any operation that bills the same accounts every month.

Teams running this workflow report the monthly invoice run dropping from a multi-day effort to a single scheduled run, with every account billed and nothing forgotten. Prorations and mid-cycle changes are handled consistently instead of by hand, approvers sign off once on the batch instead of invoice by invoice, and AR is current the moment the run finishes because posting is automated.

If the start of every month disappears into generating and sending invoices, this workflow turns the run into a scheduled background process.