Events: show Billing status

In the short term, the Billing Status can be implemented via a custom field. The primary status value we intend to introduce is “Ready for Billing”, indicating that an event has been reviewed, approved, and is eligible for further processing.

From a process perspective, the Ready for Billing status is intended to:

• act as a clear manual approval signal,
• trigger a process that transfers the relevant event data to SAP,
• and allow SAP-related processing results to be transferred back to Administrate.

In addition, we foresee a second Billing / Transfer Status, “Billed”, indicating that the event has already been successfully processed in SAP.

While a custom-field-based approach is sufficient as an initial solution, we see a mid-term need for this Billing Status to be supported more natively from a functional and UX perspective. In particular, the following capabilities would be important to us:

• Ability to search and filter events by Billing Status, for example:
  • events not yet Ready for Billing
  • events Ready for Billing but not yet at event start date
  • events already Billed
• Prominent visibility of the Billing Status on the event main page (or a dedicated subpage), clearly separated from the standard Event Status
• The option to attach logic or automation to this Billing Status in the future, especially in the context of integrations and process control

Having a Billing Status on Event level is important, as Opportunities may not include all the transfers/cancellations that can happen even after an Opportunity is Won for example and businesses need additional control independent from the Opportunity Workflow.