Creating invoice blueprints
Invoice blueprints are a self-service configuration in Beeline Professional that defines the recurring structure of an invoice, including its schedule, suppliers, data types, and fields. You can use blueprints to:
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Include multiple suppliers and multiple data types (such as timesheets and expenses) in one consolidated invoice.
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Create focused blueprints for a single supplier or a single data type based on business needs.
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Define recurring invoice schedules, configure filters, and customize output formats (for example, field order, headers, file type).
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Manage blueprint actions: edit, duplicate, activate, deactivate, and run ad hoc invoices, when needed.
Before you start
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You must have administrator access to Professional.
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If you don’t have administrator access, you must be assigned the PMO role with the PMO Admin – Create Invoice Blueprints security policy enabled. You can find this policy under Settings > Security & Permissions.
PMO Admins do not have full administrator rights by default.
Steps
To create an invoice blueprint, complete these steps from any supported browser.
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Log in to your Professional tenant.
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From the left navigation, go to .
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Click the Create New Blueprint button in the right-hand top corner.
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Populate all sections of the Create Invoice Blueprint form:
Step 1: General Settings
Set the foundational parameters for your invoice blueprint.
You can add only one currency per invoice.
You must have set and connect to an SFTP directory beforehand to be able to export your invoice blueprints to one. See Create an SFTP directory.
Step 2: Billing and Run Scheduling
To align with your invoice cycle and billing needs, configure recurring invoice schedules. The schedules determine when invoices are generated for approved timesheets and expense records.
You must specify your billing period first end date, the invoice cycle frequency as well as preliminary and final run dates.
Step 3: Invoice configuration
In this section, you specify data types (time, expense, or both) applied to your invoice. You must add one batch per supplier.
When adding batches, specify the name, data type, supplier, and other optional filters that define what’s included in the invoice output.
After you add one or more batches containing specific filters to apply to your invoice data, you can manage them by selecting the Actions menu (three dots) to the right of the batch name. This is useful if you’d like to duplicate your batches across different suppliers instead of creating new ones from scratch.
Step 4 (Optional): Custom Invoice ID Settings
This step allows you to create multiple invoice identifiers for batch items within a single consolidated invoice.
The custom invoice ID is generated based on the selected variables. These variables represent fields that can have multiple values within an engagement. Supported custom invoice ID variables include: all financial fields,
Worker Name,Engagement ID,Cost Center Name,PO Number, andBusiness Site Name. For each unique combination of the selected custom invoice ID variables within a consolidated invoice, the system appends a unique identifier to the base invoice ID.The custom invoice ID appears on each allocation row in the consolidated invoice file and the batch transaction file, and it is available as a selectable column in the Spend Detail Report.
Step 5: Transaction Data File columns definition
Select and organize the data fields to include in your invoice transaction file.
You can search for specific fields, including custom fields, as well as rename and rearrange the selected fields.
For more information and examples of the data fields, see Invoice fields data dictionary.
Step 6: Preview
Preview a sample of your transaction data file based on the selections in the prior steps.
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Select Create Blueprint.
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In the Set Blueprint Initial Status window, choose whether to set the blueprint to Active (default) or Inactive, and then select Done.
Your saved invoice blueprint will appear on the Invoice Blueprints page. Once activated, the blueprint runs automatically based on its defined billing cycle. Ad hoc runs are supported for troubleshooting or one-off needs.