Create the Invoice in OneCrew

Overview

The invoice process begins in OneCrew. Accounting confirms the Project and Account information, creates the invoice, selects the correct Services and invoice options, and sends the invoice to Microsoft Business Central.

Once the invoice is sent successfully, continue to the next module to review it in the MSBC Holding Tank and complete the posting process.

Business Central is the accounting system of record. OneCrew is the source used to create and send the invoice information.

Complete the Pre-Invoice Check

Before opening the invoice screen, confirm the Project is ready to invoice and the required setup is complete.

Check	What to Confirm
Environment	You are working in Production.
Project status	The Project has reached the appropriate invoicing stage.
MSBC Customer ID	The correct ID is entered on the OneCrew Account.
Salesperson	The salesperson email matches the Business Central setup.
Service Tags	Each invoice Service uses the correct mapped Service Tag.
Billing information	The billing contact, email, Site, and address are complete.
PO number	A PO number is entered when the customer requires one.

The Send to MSBC action is intended for Production. Do not attempt to send a live invoice from the OneCrew Sandbox.

Confirm the Account Setup

Step 1

Open the Account

Open the Account connected to the Project.

OneCrew Project invoice screen showing the New Invoice button

Step 2

Review Custom Properties

Select the edit control and review the custom Account properties.

Step 3

Confirm the MSBC Customer ID

Verify that the Customer ID from Business Central is entered correctly on the Account.

Step 4

Review the Additional Billing Email

Add a secondary billing email only when the customer requires another invoice recipient.

The Additional Billing Email field should contain email addresses only. Do not enter names or other text.

Create and Review the Invoice

Step 1

Open the Project

Open the correct Project and select the Invoices button.

Step 2

Select New Invoice

Select New Invoice.

Step 3

Review the Invoice Details

Confirm the invoice number, terms, invoice date, due date, billing contact, Account, and job Site.

Step 4

Select the Services

Include the Services that should be billed and remove any Services that should not be invoiced yet.

Step 5

Review the Amount

Confirm the Service prices and total invoice amount before continuing.

If the payment terms are changed in OneCrew, confirm the Payment Terms Code again in Business Central before posting.

Choose the Correct Invoice Options

Full Invoice

For a full invoice, confirm the required Services and full amounts are selected.

Partial Invoice

Select Partial Invoice when billing a percentage or fixed-dollar amount. Enter the amount for each Service and save the partial invoice settings.

Down Payment

Select Down Payment when the invoice is a deposit. This routes the invoice to the correct deposit GL account in Business Central.

Service Sets

Open Options and ensure Service Sets are shown as individual Service items. Individual lines are required for the correct Department and GL mapping.

Send the Invoice to MSBC

Step 1

Complete the Final Review

Confirm the customer information, terms, Services, invoice options, and total are correct.

Step 2

Select Send to MSBC

Select Send to MSBC. Power Automate validates and routes the invoice to the correct Business Central entity.

Step 3

Confirm the Send Was Successful

If validation succeeds, the invoice appears in the OneCrew invoice list and is sent to the MSBC Holding Tank.

Do not edit the OneCrew invoice after it has been sent. Changes made after transmission do not update Business Central.

Continue to Review and Post the Invoice in MSBC after the OneCrew send is successful.