Midnight New Invoicing Module Follow

Overview

The new Invoicing Module in Midnight introduces greater flexibility and control over your billing process. Unlike legacy Invoicing — which supported only one invoice per order and tied the invoice date to the Close Date — the new module allows you to:

• Create multiple invoices for a single order
• Invoice at the version level
• Partially invoice an order, version, department, service – any Iteration
• Consolidate multiple orders onto a single invoice
• Continue using familiar features like Group Billing

This guide walks through the key differences, activation requirements, and step-by-step workflows to help you get started.

Activation Requirements

The new Invoicing Module is not enabled by default. If you would like to begin using it, please contact support@printreach.com. There are configuration steps and onboarding considerations our team will walk you through before activation.

Legacy vs New Invoicing Comparison

Below is a summary of how the new module compares with Legacy Invoicing:

Invoice Numbering Changes

In the new Invoicing Module, invoice numbers follow their own numbering sequence. This sequence can start at any number you prefer. Legacy Invoicing used the Order Number as the Invoice Number, but the new module assigns invoice numbers independently and sequentially.

Close Date Behavior

The Close Date no longer controls the invoice date. However, the Close Date still performs important operational functions:

• Prompts deduction of inventory
• Removes the job from the Job Board
• Removes the job from Shop Floor Data Collection
• Prevents additional job-in/job-out activity

The only change is that the Close Date is no longer tied to the invoice date.

Workflow 1: Postage Prepay Invoice

This workflow is used to bill estimated postage prior to production. Postage Prepay invoices do not require the order to be in a special status and do not use the Close Date.

1.  Open the Order
2.  Select Data / Postage
3.  Select the option to Create Postage Request
4.  Review the estimated postage amount

5.  Choose Display dropdown. Options include:

• Order– Displays Order # + Project Name
• Order + Version – Displays Order # + Project Name; adds line item displaying the version name

6.  Confirm Postage Deposit Account

7.   Click Add Items.

8.   Confirm Bill To / Attention

9.   Select Date Due

10.  Add PO #, if applicable

11.  Select Terms, if relevant

12.  If you’d like, you can add another order to this customer’s postage request by clicking + Add Items (see below for additional details)

13.  Edit Amount Due, if applicable

14.  Add Special Instructions, if relevant

15.  Save Postage Request. Options include:

• Save – Stores the postage request invoice without sending.
• Save and Send – Saves the invoice and immediately sends it to the customer.
• Save as Draft – Keeps the invoice in draft mode for further edits before finalizing.

• Save and Pay – Saves the invoice and opens Pay Now window.

  

16.  By accessing Invoices within an order, you can:

17.  View the invoicing by clicking on the hyperlink.

18.  Pay the invoice by clicking on the dollar icon.

19.  Delete the invoice by clicking on the red X.

You can also view invoices through the Invoice Search Screen: 

 20.  Accounting →   21.  Invoices. 

From there, you can view, pay and delete invoices as described above.

Workflow 2: Standard Single-Order Invoice

This method is ideal when billing a single job as a standalone invoice.

1.   Open the Order

2.   Select Invoices

3.   Select Create Invoice

4.   Select the option Create Invoice

5.   Choose Display dropdown. Options include:

• Order– Displays Order # + Project Name. Quantity = 1
• Version – Displays Version Name. Quantity = 1
• Department – Displays a line item for each department. Quantity = 1
• Service/Postage – Displays a line item for each service. Quantity = Expected Qty

6.   Use Expected Quantity. Optional for “Order” and “Version” Displays. Quantity = Expected Qty

Please note: "Use Expected Quantity" is not available for “Department” and “Service/Postage” displays.

7.   Add Items

8.   Review, Edit and Save and Send Invoice as demonstrated above.

Workflow 3: Multi-Order Invoice

This workflow combines multiple orders into a single invoice, making it ideal for customers who prefer summary billing. 

1.   Navigate to Accounting

2.   Select Invoices

3.   Select Create Invoice

4.   Select the option Create Invoice

5.   Select multiple orders by selecting the Checkmark (orders that have not been completely invoiced will be available)

6.   Select Display option

7.   Select Add Items

5a.  Order 149056 (selected in previous screen)

5b.  Order 149058 (selected in previous screen)

5c.  Order 149059 (selected in previous screen)

8.   Review, Edit and Save and Send Invoice as demonstrated above.

You can also initiate this process of combining multiple orders into a single invoice directly from within an individual order.

Workflow 4: Group Billing in the New Module

Group Billing has long been used by Midnight customers, and it continues to work in the new module—with added flexibility. Group Billing is still fully supported and works even better alongside new features like partial invoicing and multi-order invoicing.

1.   From within an order, select QuickLinks and choose Group Billing

2.   Select number of Groupings and Create

3.   Select Quantity for each grouping 

4.   Define Sort for each line item

5.   Refresh

6.   Save & Close

7.   Select Invoices

8.   Select Create Invoice

9.   Select the option Create Group Billing Invoice

10.   Confirm Bill To / Attention

11.   Add PO #, if applicable

12.   Edit Amount Due, if applicable

13.   Add Special Instructions, if relevant

14.   Save Invoice. Options include:

• Save – Stores the postage request invoice without sending.

• Save and Send – Saves the invoice and immediately sends it to the customer.

• Save as Draft – Keeps the invoice in draft mode for further edits before finalizing.

• Save and Pay – Saves the invoice and opens Pay Now window.

Display Options

The Midnight invoicing module offers flexibility in how invoices are displayed. You can choose from several layout options and even combine them to create the format you prefer. Following are examples of some of these options.

Display Option 1

5.   Select Display → Order

•  5a. Items = Order Number + Project Name
•  5b. Quantity = 1

Display Option 2

5.   Select Display → Order  →  6.  Use Expected Quantity

•  5a.  Items = Order Number + Project Name
•  5b.  Quantity = 5000 (expected quantity)

Display Option 3

5.   Select Display → Version

• 5a.  Items = Version name   
• 5b.  Quantity = 1

Display Option 4

5.   Select Display → Version  →    Use Expected Quantity

5a.  Items = Version Name

5b.  Quantity = 5,000 (expected quantity)

Display Option 5

5.   Select Display → Department

• 5a.  Items = Department Names   
• 5b.  Quantity = 1

Display Option 6

5.   Select Display → Service/Postage

• 5a.  Items = Service Names + Postage
• 5b.  Quantity = Service Quantity

Display Option 7

5.   Select Display → Order + Version

• 5a.  Items = Order Number + Project Name 
• 5b.  Additional Line Item = Version Name
• 5c.  Quantity = 1

Display Option 8

5.   Select Display → Order + Version  →  6.  Use Expected Quantity

• 5a.  Items = Order Number + Project Name 
• 5b.  Additional Line Item = Version Name
• 5c.  Quantity = 5,000 (expected quantity)

Display Option 9

5.   Select Display → Order + Version + Department

• 5a.  Items = Order Number + Project Name 
• 5b.  Additional Line Item = Version Name
• 5c.  Additional Line Items = Department Names
• 5d.  Quantity = 1

Display Option 10

5.   Select Display → Order + Version + Department + Service/Postage

• 5a.  Items = Order Number + Project Name 
• 5b.  Additional Line Item = Version Name
• 5c.  Additional Line Items = Department Names
• 5d.  Additional Line Items = Service Names + Postage
• 5e.  Quantity = Service Quantity

FAQ

Q: Why doesn’t my invoice date match the Close Date anymore?
A: Invoice date is now based on when you create the invoice.

Q: Can I create multiple invoices for one order?
A: Yes.

Q: Can I still use Group Billing?
A: Yes, Group Billing works fully with the new module.

Q: Do I have to close an order to invoice it?
A: No.

Troubleshooting

If you cannot access the New Invoicing Module:
• Confirm your site has been activated.
• Contact support@printreach.com.
• Refresh your browser after activation.
 

Best Practices

• Use Postage Prepay for postage deposits before production.
• Use Multi-Order Invoicing to reduce invoice volume.
• Close orders only when production is fully completed.
• Take advantage of multiple invoices per order to support phased billing.

A downloadable PDF is attached.