This guide walks through the complete billing process — from setting up pricing to tracking payment. Follow the steps in order for a smooth end-to-end workflow.
Before you begin, make sure that:
The billing workflow connects several modules: Price List, Price Contracts, Volume Discounts, Sample Orders, and Invoices. Each step builds on the previous one.
Go to the Price List page and create your laboratory services with their standard prices.
| Field | What to enter |
|---|---|
| Description | Service name (for example "Soil pH Analysis") |
| Method | Link to the lab method, if applicable |
| Unit Price | Standard price in euros (€) |
| Active | Set to Yes so the service appears in orders |
The price list is the foundation. All orders, contracts and volume discounts reference it.
If certain customers have negotiated rates, go to the Price Contracts page and create one contract per customer–service combination.
When creating orders for this customer, the contract price will replace the catalog price automatically.
For quantity-based discounts, go to the Volume Discounts page and define tiers for each service.
Example:
| Service | Min Quantity | Max Quantity | Discount |
|---|---|---|---|
| Soil pH Analysis | 10 | 49 | 5% |
| Soil pH Analysis | 50 | — | 10% |
When the order quantity reaches a tier, the discount is applied automatically to the line.
Go to the Sample Orders page and click the "+" button.
The order is created in Draft status.
Review the order discounts:
The Total field updates in real time.
If the customer needs a quote before work begins:
Once all analyses are finished, change the order status to Completed.
Only completed orders can be converted to invoices. This prevents issuing invoices for work still in progress.
With the order in Completed status, click the conversion button:
The new invoice opens automatically for review.
If your laboratory reports to AADE (Greek tax authority):
Update the invoice as payment is received:
| Action | How |
|---|---|
| Record payment | Set Payment Date and change status to Paid |
| Mark overdue | Status changes to Overdue automatically when the due date passes |
| Issue credit | Create a Credit Note (type 5.1) referencing the original invoice |
Can I skip the sample order and create an invoice directly?
Yes. You can create invoices independently from the Invoices page. However, using sample orders provides full traceability from reception to billing.
What if the customer's contract price changed after the order was created?
Existing order lines retain the price applied at the time of creation. Only new lines pick up the current contract price.
Can I edit an invoice after submitting to myDATA?
No. Once a MARK code is assigned, the invoice is locked. To correct an error, issue a Credit Note and create a new invoice.
How do I handle partial payments?
Record each payment date as it arrives. The status can be changed to Paid once the full amount is received.
Can I convert multiple orders into a single invoice?
Currently, each order converts to one invoice. To consolidate, you can manually add lines from other orders to the same invoice before finalising.