Build a billing batch and export it

A billing batch is a group of reviewed shifts collected into what will become one invoice. Billing is where you build them, confirm them, and hand them to your invoicing system.

Only shifts marked Ready for billing in review can go into a batch. If a shift is missing here, it is still sitting in Review.

Create a batch

Choose New batch. You get the shifts that are ready for billing, and you select the ones to group.

Grouping decides how the selected work is split up:

Grouping	Result
Per client	One batch per client, covering all their sites
Per location	One batch per service location
Per order	One batch per order

The client’s own Invoice grouping setting is what this should normally follow — it is set on the client precisely so you are not deciding it by hand every month.

Selecting a month’s work and choosing per location will create several batches at once, and Rytmia tells you how many were created.

Check the lines

A batch opens with its summary, its totals, and its lines. Each line shows the service, quantity, unit price, net, VAT and gross, plus any adjustment carried over from review.

This is the last comfortable place to catch a mistake. A credit that should not be there, a shift on the wrong client’s batch, an amount that does not look like the contract — all of it is easier to fix now than after an invoice exists.

If something is wrong, Discard batch. The batch is removed and its shifts become billable again, so you can build a corrected batch. It cannot be undone, but nothing is lost — the shifts return to the pool.

Confirm

Confirm batch locks the batch and its lines so it can be exported. This cannot be undone.

A confirmed batch is your final answer on what the client is being charged. After this, changing the amount is a matter for the invoice, not the batch.

Before you can export

Export needs your invoicing system connected and your records matched to it. Rytmia checks this before it sends anything and tells you exactly what is missing:

• No active integration is configured — connect your accounting provider under Integrations.
• Client not mapped — that client exists in Rytmia but has no counterpart in your invoicing system.
• Service not mapped — the same, for a service on the batch.

Mapping is done under Integrations → Identifier mapping. It is a one-time job per client and per service; once mapped they stay mapped.

Export

Export sends the confirmed batch to your invoicing provider, where it becomes a draft invoice.

The export runs in the background. The batch shows as Exporting and updates itself when the provider answers.

Rytmia prepares the invoice. It does not send it to your client — the finished invoice is reviewed and issued from your invoicing system, the way it always was.

What is not connected yet

Fortnox is the first invoicing provider Rytmia supports, and the connection is not fully live yet. Export prepares and records a draft invoice, but delivery into your production Fortnox and automatic payment status are not available at this stage.

In practice: a batch will reach Exported, and it will not move on to Billed by itself. Treat the export as invoice data prepared for you, and confirm what actually landed in Fortnox before you consider a job invoiced.

When an export fails

Failures are not all the same, and Rytmia distinguishes them because the right response differs:

The provider could not be reached. No invoice was created, so it is safe to try again.

The provider refused the invoice. Trying again will not change that. Check the connection and the invoice details first.

No answer came back. This is the one to be careful with. The invoice was sent and nothing came back, so it may already exist in that client’s Fortnox. Rytmia flags the batch as Needs review and tells you to check Fortnox before doing anything else — retrying blind is how a client gets billed twice.

The trail

Every batch keeps its history: created, updated, confirmed, export started, exported, or failed — with who did it and what changed.

That history is what makes an invoice answerable. From a line you can reach the batch, from the batch the shifts, and from a shift who was there, when they checked in, and what went wrong. Nothing on the invoice is a number without an origin.