In this article, you’ll learn how to use the Intra-company billing screen to track and process registrations between your own companies — first into invoice proposals, and then into finalized invoices.
👉 Also read the article Working with Intra-company billing: configuration and usage to understand how intra-company billing works and what settings are required in AdminPulse.
What is the 'Intra-company billing' screen?
The 'Intra-company billing' screen provides an overview of registrations entered by your employees where another entity within your organization acts as the “client.” This is especially useful when you need to allocate costs or services, for example, between different office locations or legal entities. This screen helps you manage internal transactions in a way that is:
- Transparent: you can quickly identify all transactions that have taken place between companies.
- Efficient: you group registrations and easily convert them into invoice proposals.
- Controlled: you can deliberately choose which transactions to invoice and which to exclude.
💡 Registrations between own companies with the same VAT number are not shown on this screen. Intra-company billing between these companies is not possible.
What can you do in the 'intra-company billing' screen?
The intra-company billing screen is built around a combination of filters, an overview table, and action buttons. Specifically, you can:
- View registrations: see which services, quantities, or resources were exchanged internally. Click to expand a row for details such as date, user, registration type, original and billed quantities, amounts, and whether it’s included in the fixed amount.
- Use filters and search: refine your overview by company, time period, user, relation, or registration type.
- Manage billing: convert registrations into invoice proposals or exclude them using the ‘never invoice’ action.
Using filters and toggles in the intra-company billing screen
At the top of the Intra-company billing screen, filters allow you to quickly display the relevant registrations. This is particularly useful when dealing with large volumes or when managing multiple companies.
💡 You can combine filters to narrow down to very specific results.
Available filters in the Intra-company billing screen:
- From company / To company: specify which companies were involved in the transaction.
- Relation: filter by a specific relation.
- Assignment template: choose a specific assignment or project type.
- User: filter by the employee who performed the registration.
- Registration type: Time, Product/Cost, or Distance.
- From – Until: set the start and end dates for a specific period.
- The following predefined periods are also available: previous month, this month, previous quarter, and this quarter, years.
Available toggles in the intra-company billing screen:
- Only invoiced registrations: show only registrations already included in an invoice.
- Show only never intra company registrations: show registrations you have excluded from intra-company billing.
- Make non-billable registrations billable for intra-company billing: show non-billable items in the intra-company overview so you can still bill them internally, even if not intended for external invoicing.
Overview table in the intra-company billing screen
The overview table displays all registrations eligible for intra-company billing based on the filters applied. Each row gives you key information about exchanged internal performances.
- From company / To company: which entity provided and which received the service.
- To relation for intra-company billing: the specific relation within this internal billing context.
- Billed amount: the amount invoiced to the external client.
- Intra-company amount: the amount charged between your own companies.
Expanding a row (via the arrow ) reveals further details:
- Date and user: who performed the service and when?
- Assignment and source: the type of service registered (e.g., consulting, fees...)
- Quantities: original and billed quantity, and the externally billed amount.
- Intra-company rate and amount: the applied internal rate and resulting amount.
- Within fixed amount: indicates whether the service falls within a fixed fee.
Actions in the intra-company billing screen
Use the action buttons for individual or multiple registrations to determine what to do with each. Available actions include:
- Create invoice proposal (per row): convert selected registration(s) into an internal invoice proposal.
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Add to internal invoice (per registration)
: add a registration to an existing internal invoice proposal.
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Mark registration as ‘never invoice’ (per registration)
: permanently exclude a registration from internal billing. Afterwards, these are only visible via the correct filter.
- Create invoice proposals (bulk action): select multiple lines and generate invoice proposals in one go.
From registration to intra-company invoice
When you process registrations in the Intra-company billing screen, they appear as invoice proposals in the standard overview under Invoicing > Invoice proposals. You can then process them as usual: numbering, downloading, or sending them out.
Want to view internal invoice proposals only? In the Invoice proposals screen, filter by invoice type ‘internal’.
💡 Good to read
- Interested in using intra-company billing or need help with configuration? Read: Working with Intra-company billing: configuration and usage
- Want to know more about the invoice proposals screen? See: Overview: Review open registrations and add them to invoice proposals