Communication Protocol

Once invoice creation completes, notify Finance and stakeholders following this protocol. Clear, timely communication ensures downstream teams can proceed with billing reconciliation and month-end close processes.

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Table of Contents

• When to Communicate
• Where to Post
• What to Include

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When to Communicate

Post updates on the first business day during North American Central Time business hours, unless advised otherwise.

Indicators that MIP is complete:

• Intacct-sync successful
• MIP queues and DLQs are empty (note: Zuora sync may never reach zero)
• ICA queues show minimal activity:
  • Invoice request outbox: inflightInvoiceRequest and blockedInvoiceRequest are clear
  • Outbox and outbox recorder queues are empty
• No major issues detected:
  • Check for pending invoice request errors
  • Verify no ICA/DRS redrive or ZIP redrive is needed

If teammates ask for status updates during MIP, direct them to the Datadog MIP Dashboard rather than providing manual updates.

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Where to Post

Slack channel: #ops-mip-supports

Tag: Billing, Finance, and Recon team leads

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What to Include

Run this query to gather completion metrics:

select count(*) as num_created, 
       max(date_created) as finished_at 
from tblinvoices
where billing_platform_version = 4
  and month(invoice_date) < month(now())
  and date_created >= DATE_FORMAT(NOW(), '%Y-%m-01');

Post this message template:

Internal invoice creation has been completed for MIP.
We have created <num_created> 
Intacct invoices and completed at <finished_at> CT.
cc: @senior_mgmt

Include any relevant analysis or issues encountered if necessary.

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Next steps: See Post-MIP Tasks for cleanup and follow-up activities.