Subscription invoice workflow

When your workspace uses a published Accounts Receivable workflow with a Subscription invoice node, scheduled subscription billing enters the graph at that step instead of auto-advancing on its own. Readiness checks (contacts, legal profile, line items) decide whether Cortena issues the invoice or sends it to draft review.

Related: Accounts receivable, Workflow configuration, and Tenant legal profile.

1. Configure the Subscription invoice node

1. Open Settings → Workflow Configuration for entity Receivable invoice.
2. Publish a workflow that includes exactly one Subscription invoice node (secondary entry for subscription billing).
3. On the node, set Local time (for example 09:00) and Timezone (IANA, for example Europe/Berlin).
4. Connect one unconditional outgoing edge from Subscription invoice to the next step (typically a conditional Readiness branch).

The daily job runs subscription billing only after that local time (converted to UTC). Receivables created from subscriptions start at Subscription invoice, not at Input.

2. Readiness → issue or draft review

After Subscription invoice, use workflow criteria to mirror what you need before sending:

• Ready branch → Mark as issued (or your issue step).
• Not ready branch → Draft review or an approval step.

This replaces legacy per-subscription auto-advance flags when the published YAML contains Subscription invoice.

3. Subscriptions sheet and Bill now

1. Receivables → Subscriptions (master spreadsheet sync) shows each subscription and Next bill date.
2. Bill now still creates a receivable immediately; it follows the same published workflow from Subscription invoice when the graph includes that node.
3. Track progress on the receivable list and invoice detail workflow strip like any other AR invoice.

4. What happens on schedule

On each billing day, after the configured local time:

1. Cortena evaluates due subscriptions for the tenant.
2. For each due subscription, it creates or advances a receivable into the workflow at Subscription invoice.
3. The graph runs readiness, issue, email, export, and payment steps you configured downstream.

Plain language: the workflow is the source of truth for issue vs review, not hidden per-row flags on the subscription sheet.

Tips and limitations

• At most one Subscription invoice node per published receivable workflow.
• Requires a published receivable workflow; draft-only graphs do not drive scheduled billing.
• Bill now and scheduled runs share the same graph when Subscription invoice is present.

Quick reference