Master Invoice Schedule: Self-service—Early access only

Your entire invoicing process—organized and simplified

Invoices aren’t just paperwork—they’re the key to financial accuracy, smooth operations, and compliance for your contingent workforce program. As a Beeline Enterprise administrator, you deserve a smart, fast way to manage them.

The Master Invoice Schedule feature gives you a single, centralized view of all scheduled invoices across projects and suppliers—making invoice management simpler, faster, and more reliable.

Why it matters

When invoices are scattered, it’s easy to miss deadlines, lose visibility into spend, or face compliance risks. The Master Invoice Schedule centralizes billing, giving you clear visibility, efficiency, and control.

Persona

Client and program office administrators

Before you begin

• Confirm whether you’re in a TEST or PROD site. Actions in PROD affect live financial data.

• Understand that processing an invoice may trigger automatic file distribution to clients that may cause billing issues.

• Avoid gaps or overlaps in billing periods. Gaps between billing periods or overlapping billing schedules aren’t permitted in final invoices. You must ensure the last final invoice billing end date and the next final invoice billing start date are consecutive.

How to steps

The Master Invoice Schedule isn’t just a tool—it’s your command center for invoice management. From the Master Invoice Schedule page, you can:

• Locate and manage individual invoices.
• Check the status of scheduled invoices.
• Download logs and feeds and review invoice batch details or potential errors.
• Investigate exceptions and validations.
• Delete duplicate or incorrect invoices.
• Approve, reject, cancel, or rerun invoices.
• Make one-time changes to invoice schedules.
• Add new invoice schedules manually.

Pro Tip: Use the Invoice Schedule Generator for recurring schedules. The Master Invoice Schedule is best for one-time changes and troubleshooting.

Getting started—accessing the Master Invoice Schedule and locating a specific invoice

1. Select Preferences > VMS Settings > Financial Services. A Financial Services page displays.
2. Select the Master Invoice Schedule link. The Master Invoice Schedule page displays showing scheduled invoices across all projects and suppliers.
3. Expand the Search Options. Additional fields display.

   

4. Choose the search criteria you want. Select any of the following options to filter your search results.

   Category Name	Client Billing Schedule
   Batch Number	Billing Period Range
   Scheduled Run Date EST	Statement Date
   Invoice Status	Feed Status
   Failed Exceptions	Failed Validations

5. Select the Search icon. Matching invoices display in the Invoices section.

6. Based on your task, continue with one or more of the following steps.

Downloading logs or feeds

1. Select the invoice.
2. Hover over the Help icon, and then select Yes in the Has Attachments field. An Invoice Attachment dialog displays showing you an invoice summary and any attachments.
3. Navigate to the section you want, such as Invoice Log, Feed Logs, or Feeds.

   

4. Select the attachment you want. The file is downloaded to your device.

Viewing exceptions and validations

1. From the Actions menu, select View Exceptions or View Validations.
2. Review the reports and then take corrective actions.
3. See this article to learn more about resolving pre-invoice and recurring data validations.

Deleting invoices

1. Select one or more invoices in a Not Started status.
2. From the Actions menu, choose Delete Invoice or Delete Selected.

Approving or rejecting rerun invoices

1. Select the invoice.
2. From the Actions menu, choose Approve Invoice or Reject Invoice.

Running or rerunning an invoice

1. Select the invoice.
2. From the Actions menu, choose Run Invoice or Rerun Invoice if you’ve fixed data in the invoice.

Canceling a pending invoice

• Immediately after running the invoice, select Cancel Pending from the Actions menu.

Editing an invoice schedule

1. Select the invoice.
2. Expand the Actions menu and select Edit Invoice. The Add/Edit Schedule dialog displays.

   

3. These required fields are automatically prepopulated; adjust any as needed: Invoice Start Date, Invoice End Date, Scheduled Run Date, and Scheduled Run Time.
4. Select OK to close the Add/Edit Schedule dialog and apply your changes.

Adding a new invoice schedule

1. From the Navigation bar, select Add New. The Add/Edit Schedule dialog displays.

   

2. From the Invoice Platform Type list, select the invoicing solution used in the client’s site. Choose the same platform that’s listed in the Information header ribbon.

   

3. Based on the Invoice Platform Type you selected, take one of these steps.
   • If you chose 1.0 (Payment Register) as the platform, select the invoice category you want from the Client Billing Schedule list.
   • If you chose 2.0 (Invoicing) as the platform, select the kind of recurring invoice you want to schedule from the Category Name list.
4. Use the Invoice Start Date calendar to select the beginning of the billing period in the invoice; the date listed on the invoice when services began to be provided.

   

5. Use the Invoice End Date calendar to select the closing date of the billing period in the invoice; the date listed on the invoice when services stopped being provided.
6. Use the Scheduled Run Date calendar to select the date you want the invoice to be processed.
7. In the Scheduled Run Time field, enter the time you want the invoice to be processed.
8. From the Scheduled Run Time list, choose either AM or PM.
   Caution: Remember, the runtime uses a 24-hour clock based on Eastern Standard Time (EST).
9. Select OK to save your entries and schedule an invoice for processing.

References

The Master Invoice Schedule page is robust and presents a lot of information. Browse through these topics to learn more about the page and about invoice statuses.

Understanding the Master Invoice Schedule page

The Master Invoice Schedule page is a consolidated view of your scheduled invoices. You can instantly view these details about your scheduled invoices.

Field	Description
Actions toolbar	Displays high-level actions you can take on the page, such as Add New, Delete Selected, Refresh, and Return.
Information header ribbon	Instantly informs you about the invoice platform (1.0 or 2.0) the client is using and the product types (category of services) for which the client invoices. Invoices for these product types can be processed through Enterprise. Project Service Milestone Project Service Miscellaneous Fee Project Service Timesheet Staff Aug Expense Staff Aug Miscellaneous Fee Staff Aug Timesheet
Search Options	Exposes additional fields on the page so you can quickly locate a specific scheduled invoice. You can choose from these criteria: Category name Client billing schedule Batch number Billing period Invoice schedule run date Invoice schedule process date Invoice schedule status name Feed status, such as Failed, Not Sent, Pending, and more. Failed exceptions Failed validations
Action menu	Select one of these options to act on an invoice. Not all actions are available on all invoices. The invoice status determines which actions are available on an individual invoice. Approve Invoice Run Invoice Reject Invoice Rerun Invoice Cancel Invoice View Exceptions Edit Invoice View Validations Delete Invoice
Help icon	Instant access to these additional details about a scheduled invoice. Comments: Any remarks associated with the schedule. Failed Exceptions: Irregularity errors. Failed Validations: Validation errors. Feed Types: The name assigned to the client or Partner Connector integration files. The feed file provides the data processed with a given invoice header or batch ID. Has Attachments: Indicates whether attachments are available, such as an invoice log, feed log and invoice feed. Drilling down into an attachment opens the Invoice Attachments dialog. Invoice Logs may also be sent via email depending on your configuration.  Platform Type: Invoice platform version, such as 1.0 or 2.0. Is FinDW Load Complete: For 1.0 invoices, this indicates whether the scheduled invoice ran successfully and data is in the Enterprise Financial Data Warehouse (FinDW).
Batch Number	The unique identifier assigned to a group of invoices simultaneously processed together. Helps you organize, track, and manage multiple invoices efficiently.
Invoice Status	Current state of an invoice within the billing or payment process. The status provides visibility, supports forecasting and helps you reduce payment delays.
Category Name	Name of the schedule associated with an invoice.
Billing Period Start Date	First date in the specific span of time during which goods or services are tracked for invoicing. Use the Billing Period Start Date to prevent overlapping billing schedules.
Billing Period End Date	Last date in the specific span of time during which goods or services are tracked for invoicing. The Billing Period End Date you define determines which approved transactions (timesheets, expenses, miscellaneous fees, or milestones) are included in an invoice. Approved transactions with a date less than or equal to the Billing Period End Date you define are included.
Scheduled Run Date EST	Date and time the invoice is planned to be processed, where the time is defined using a 24-hour clock based on Eastern Standard Time (EST).
Statement Date	Date on which a financial statement was issued. It marks the finalization of the billing period and the point when all charges, payments, and adjustments are summarized.
Frequency	How often a scheduled invoice issued for goods or services is processed, such as Daily, Weekly, Biweekly, Monthly, Custom, and much more. See this Invoice Schedule Generator article to learn more.
Feed Status	Current state of an invoice within the billing or payment process, such as Failed, Not Sent, Pending, Processing, Scheduled, or Sent.

Understanding invoice statuses

The status of your invoices is determined by the step the invoice is currently in. Understanding these statuses provides valuable insights into your scheduled invoices and into invoice reports. Here’s what each status means.