Call charges on invoices

Rated calls reach the customer's invoice without a spreadsheet in between. They become lines on the customer's contract, the invoice run bills them with everything else, and an itemised call bill is attached to the invoice and shown in the portal.

How call charges bill#

Call charges ride on the customer's contract, the same way supplier contracts and licences do:

1. Tenvara keeps a call charge line on the customer's contract in force. The line has no fixed price: each month it bills whatever that month's rated calls come to.
2. The invoice run picks it up with the contract's other lines. See Invoice runs.
3. When the invoice is issued, the calls on it are marked as billed. They are never billed again, and rating never changes them afterwards.

Calls are always billed after they are made. On a contract billed in advance, the invoice carries the month before's calls.

The line reads, for example, "Call charges: National mobile, October 2026, 214 calls".

Note: A customer needs a contract for call charges to bill. With none in force, the line goes on the next contract, or on a draft.

The Call charges page#

Open Sales and billing > Call charges and pick the month with Choose a month.

Tiles show the month's Call charges, what has been Invoiced, the Margin, the number of Invoice lines, Customers with calls, how many are Ready to invoice and how many are Held back.

Call charges by customer has a row per customer with its status, what is On the invoice, the number of Calls, the charge and the margin. Open a customer to see:

• the contract the calls are Billed on,
• the invoice lines from the calls still to be invoiced,
• Itemised calls (PDF) and Itemised calls (CSV): the month so far, before any invoice exists,
• Itemised bills: the call bill of each invoice that has billed these calls.

Bring lines up to date refreshes the contract lines at once. It also happens before every invoice run and once a day by itself.

A month shows as Held back while the customer has unrated calls, with Open the unrated calls to go and fix them. See Call rating.

Each customer also has a Call charges block on its own page with what its calls bill as and the itemised bill of each invoice.

Line layouts#

Choose how the charges appear on the invoice, for everyone or per customer:

The wording of the line can be changed too. Changing the layout, or renewing onto a new contract, never puts a call on two lines: calls still to be billed go on the current line under the layout in force, and a month already billed stays as it was billed.

The itemised call bill#

When the invoice is issued, Tenvara builds its call bill and attaches it to the invoice. It lists every call the invoice billed, in order, with:

• the date and time, in the customer's time zone,
• the extension or number it came from and the number called,
• the destination class, site and cost centre,
• the duration, whether a bundle covered it, and the charge.

It comes as a PDF and a CSV, in the customer's language and with your branding. The PDF opens with the month summarised by destination and the line and phone service rentals on the same invoice, then the calls. A very long bill lists up to 5,000 calls in the PDF by default; the CSV is always complete.

You can attach both files, only the PDF, only the CSV, or neither, per customer.

Masking numbers#

Full numbers are shown by default. To hide the end of each number called, switch on masking for the customer and choose how many digits to mask (3 by default). The Call charges page marks such a bill Numbers masked.

In the portal#

A customer's portal managers and billing contacts see their call bills under Billing > Calls, and each invoice's page links its call bill. Switch this off per customer with Show itemised call bills in the portal. See Billing in the portal.

Every download of a call bill is recorded in the audit log. If a bill needs building again, press Make again beside it.

Late call records#

Carriers sometimes send a file after the month has been invoiced. Those calls are not lost and do not reopen the old invoice:

• Calls from the three months before, whose month was already invoiced, are added to the next invoice. The line says so, for example "(3 from earlier months)".
• Calls older than that show on Call charges and in the rating summary, to be billed by hand.

Voids and credit notes#

Voiding an invoice frees its calls to be billed again, and voids the call bill with it. A credit note does not: it credits money, not calls.

Rentals from supplier contracts#

Line rental, channels, numbers and phone system licences are not call charges. Record them as supplier contracts, and they bill as their own recurring lines on the same contract and the same invoice. See Supplier contracts.

The itemised call bill lists the invoice's phone service and line rentals alongside the calls, so the customer reads one phone bill.

Account codes#

So call revenue lands in the right place in your accounts, set under Call billing in Settings > Telephony the call revenue account and item code. They go on the call charge lines, and so into the export to your accounting package when you have connected one. See Xero and QuickBooks.

Settings at a glance#

All under Call billing in Settings > Telephony, most with a per-customer override:

• put call charges on the customer's invoices (on by default),
• the layout and the line wording,
• which itemised bill files are attached,
• mask numbers, and how many digits,
• show call bills in the portal,
• the most calls in a PDF,
• the account codes for call revenue.