Accounting + Invoicing for Freelancers connects a freelancer's client documents with submitted billable time, independent review, balanced journal lines and cash evidence. Each accounting document belongs to an organization, a responsible team member and a business partner.
Accounting documents in one list
Accounting Reviewer independently decides the specific billable submission for the same parent and revision.
Every feature works on the same records. Pick one to see the screen your team works in.
Prepare client documents with clear ownership and a reviewable amount.
Approval conditions
| Record number | Subject | Amount USD | Revision | Owner | Counterparty | |
|---|---|---|---|---|---|---|
| AD-33440 | May brand strategy invoice | 550 | 220 | Mira Chen | Cedar Finch Events | |
| AD-66868 | April website maintenance invoice | 820 | 500 | Ivy Laurent | Ternhill Wellness | |
| AD-91455 | Studio equipment reimbursement | 810 | 330 | Pavel Novak | Lantern Cove Studio | |
| AD-71829 | June editorial retainer invoice | 580 | 520 | Samira Khatib | North Acre Coffee House | |
| AD-17107 | Travel expense reconciliation | 690 | 500 | Owen Adeyemi | Lantern Cove Studio |
Move submitted freelance work through independent review into invoicing.
Approval conditions
| Id | Parent | Organization | Applicant | Revision | Submitted at | |
|---|---|---|---|---|---|---|
| TIME-2026-0511 | Product photography milestone invoice | Theo Vargas Editorial | Nadia Saleh | 830 | 19 Oct | |
| TIME-2026-0512 | Client deposit adjustment | Arjun Desai Web Studio | Theo Vargas | 760 | 04 Nov | |
| TIME-2026-0513 | Client deposit adjustment | Elisa Romano Illustration | Mira Chen | 910 | 02 Nov | |
| TIME-2026-0514 | Client deposit adjustment | Mira Chen Photography | Owen Adeyemi | 720 | 24 Oct | |
| TIME-2026-0515 | May brand strategy invoice | Elisa Romano Illustration | Elisa Romano | 120 | 02 Nov |
Keep client eligibility and team membership within the right business.
Business partners
| Name | Code | Contact name | Address | Eligibility note | Organization | |
|---|---|---|---|---|---|---|
| Lantern Cove Studio | CLIENT-104 | Iris Mendez | 18 Bayleaf St, Portland, OR | Signed service agreement on file | Nadia Saleh Design Studio | |
| Willowline Interiors | CLIENT-105 | Caleb Foster | 44 Willow Ave, Tacoma, WA | Billing contact confirmed | Mira Chen Photography | |
| North Acre Coffee House | CLIENT-106 | Priya Malhotra | 7 Market Row, Salem, OR | Deposit received for new project | Samira Khatib Research | |
| Marshlight Publishing | CLIENT-107 | Omar Reyes | 91 Harbor Rd, Oakland, CA | Purchase order required before billing | Lena Berg Copywriting | |
| Cedar Finch Events | CLIENT-108 | Sora Kim | 26 Cedar St, Eugene, OR | Credit terms approved | Elisa Romano Illustration |
Review balanced accounting lines and dated account positions.
Ledger accounts
| Account code | Provider | External account ID | Currency | Owner | Active | |
|---|---|---|---|---|---|---|
| 4000 | Harbor Vale Community Bank | EXT-ACCT-4821 | USD | Copper Harbor Collective | Yes | |
| 4010 | Cedar Reach Credit Union | EXT-ACCT-7306 | EUR | North Acre Coffee House | Yes | |
| 1100 | Northfield Commercial Bank | EXT-ACCT-1944 | GBP | Cedar Finch Events | Yes | |
| 1000 | Stonebridge Savings | EXT-ACCT-3058 | CAD | Lantern Cove Studio | Yes | |
| 2200 | Mariner Business Bank | EXT-ACCT-6620 | JPY | Brookmere Design Office | Yes |
Match verified client money and retain a traceable correction path.
Cash applications
| Provider event ID | Occurred at | Amount USD | State | Account | Matched instruction | |
|---|---|---|---|---|---|---|
| EVT-2026-50311 | 12 Oct | 550 | Unmatched | 1000 Operating cash | June editorial retainer invoice | |
| EVT-2026-50312 | 01 Nov | 250 | Exception | 6100 Travel expense | May brand strategy invoice | |
| EVT-2026-50313 | 23 Oct | 830 | Unmatched | 4000 Design service revenue | June editorial retainer invoice | |
| EVT-2026-50314 | 03 Nov | 950 | Exception | 6100 Travel expense | Studio equipment reimbursement | |
| EVT-2026-50315 | 21 Oct | 210 | Unmatched | 4000 Design service revenue | April website maintenance invoice |
Find the decision, revision and actual effect behind completed work.
Operation receipts
| Parent | Operation key | Action | Expected revision | Result state | Occurred at | |
|---|---|---|---|---|---|---|
| Studio equipment reimbursement | invoice-post-2026-0511 | Post invoice | 660 | Pending | 30 Oct | |
| May brand strategy invoice | cash-apply-2026-0512 | Apply cash receipt | 690 | Failed | 30 Oct | |
| Travel expense reconciliation | time-review-2026-0513 | Approve billable time | 520 | Needs review | 18 Oct | |
| April website maintenance invoice | invoice-send-2026-0514 | Send client invoice | 230 | Pending | 31 Oct | |
| Client deposit adjustment | journal-post-2026-0515 | Reverse journal entry | 560 | Failed | 16 Oct |
Freelance work to reconciled money ships ready to use. 2 steps need a named approval before the work moves on: Approve time (Accounting Reviewer) and Authorize document (Accounting Reviewer).
Link the client amount to its owner and supporting evidence.
Send billable work for review against the intended client document.
Decide whether the submitted revision is eligible for invoicing.
Review the document amount before financial execution.
Check debit and credit totals and retain the actual posting result.
Match recorded outcomes to saved effects and investigate exceptions.
Open any accounting document to see its billable time, the roles that work on it, its process stages and its approvals on one page.
Requested at, Amount USD, Owner and Counterparty.
Each line is linked to this accounting document.
Accounting Preparer, each with their own permissions.
Prepare document and Submit time, with the role that acts.
Approve time and Authorize document, with who decides.
Marshlight Publishing · Draft
| Id | Parent | Applicant |
|---|---|---|
| TIME-2026-0511 | June editorial retainer invoice | Nadia Saleh |
| TIME-2026-0512 | Quarterly tax reserve transfer | Theo Vargas |
| TIME-2026-0513 | Client deposit adjustment | Mira Chen |
Signed in as Accounting Reviewer
| Decision | Approver | |
|---|---|---|
| Approve timeDecide whether the submitted revision is eligible for invoicing. | Accounting Reviewer | |
| Authorize documentReview the document amount before financial execution. | Accounting Reviewer |
Everyone opens Accounting + Invoicing for Freelancers to the work that is theirs. Pick a role to see what it starts with.
Read authorized evidence and reports in a scoped, read-only audit view. No record writes and no action execution.
This is the first screen this role sees.
Cash receipts · Auditor
| Parent | Line number | Provider event ID | Occurred at | Amount USD | Evidence type | |
|---|---|---|---|---|---|---|
| Product photography milestone invoice | 500 | EVT-2026-50311 | 15 Oct | 900 | Statement | |
| June editorial retainer invoice | 540 | EVT-2026-50312 | 17 Oct | 700 | Confirmation | |
| May brand strategy invoice | 800 | EVT-2026-50313 | 19 Oct | 400 | Settlement | |
| Travel expense reconciliation | 230 | EVT-2026-50314 | 04 Nov | 910 | Correction | |
| Client deposit adjustment | 340 | EVT-2026-50315 | 18 Oct | 520 | Statement |
Maintain organization configuration and membership. Administrative membership does not confer approval, financial or execution authority and cannot grant an independent reviewer entitlement.
This is the first screen this role sees.
Business partners · App Administrator
| Name | Code | Contact name | Address | Eligibility note | Organization | |
|---|---|---|---|---|---|---|
| Lantern Cove Studio | CLIENT-104 | Iris Mendez | 18 Bayleaf St, Portland, OR | Signed service agreement on file | Nadia Saleh Design Studio | |
| Willowline Interiors | CLIENT-105 | Caleb Foster | 44 Willow Ave, Tacoma, WA | Billing contact confirmed | Mira Chen Photography | |
| North Acre Coffee House | CLIENT-106 | Priya Malhotra | 7 Market Row, Salem, OR | Deposit received for new project | Samira Khatib Research | |
| Marshlight Publishing | CLIENT-107 | Omar Reyes | 91 Harbor Rd, Oakland, CA | Purchase order required before billing | Lena Berg Copywriting | |
| Cedar Finch Events | CLIENT-108 | Sora Kim | 26 Cedar St, Eugene, OR | Credit terms approved | Elisa Romano Illustration |
Prepare assigned operational records and execute eligible reviewed actions. Own assigned organization and draft scope only; accepted, posted and recorded evidence is read-only; guarded workflows authorize every transition.
This is the first screen this role sees.
Accounting documents · Accounting Preparer
Review eligible document revisions independently and reconcile recorded evidence. Approve or reject through guarded actions only; no unrestricted editing of protected or executed records; a reviewer cannot approve their own submission.
This is the first screen this role sees.
Accounting documents · Accounting Reviewer
Maintain technical membership setup without document approval or financial execution authority.
Explain document amounts, review progress and cash exceptions from their recorded evidence.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 28 | ||
| Review | 13 | 46% | |
| Authorized | 6 | 46% | |
| Submitted | 3 | 50% |
Sample totals per stage
Which client amounts are still in review, authorized or confirmed?
Which submissions are waiting, and how long did decided work spend between submission and decision?
Do the debit and credit lines agree for each document?
Which cash events remain unmatched or exceptional, and which account and document do they reference?
How do dated ledger and available amounts compare for the same account?
Who decided the revision, when, and for what reason?
Which actions need attention, and what failure or effect evidence is retained?
Which receipts support a document, and which have been verified?
See how Accounting + Invoicing for Freelancers fits your kind of team.
Connect client work with a reviewable invoice basis and confirmed cash.
Keep changes to client work connected to the amount that was approved.
Maintain independent review and organization scope when a bookkeeper supports freelance clients.
Each stage of freelance work to reconciled money names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Prepare client accounting work and investigate exceptions with Proto.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 15 tablesStart with one team and one process, then add the rest once the basics are running.
Choose a freelance business and a representative client engagement. Assign Accounting Preparer and an independent Accounting Reviewer. Decide who maintains membership and who investigates cash and operation exceptions.
Prepare organization and client codes, team identities and ledger accounts. Preserve source document references and revisions. Reconcile opening amounts and dated snapshots before loading work that depends on them.
Set up document preparation, billable submission review, eligible invoicing and balanced posting. Agree attachment visibility and the accounting-period check. Connect external services only where the operating cycle requires them.
Test self-approval, a changed revision and a wrong-parent decision. Stop an unbalanced posting. Replay a successful operation and a cash event without creating another effect. Test an over-application and a reviewed correction.
Compare the client amount, accounting lines and actual cash applications with their source evidence. Have the responsible people accept the pilot results and agree the cutover scope. Retain opening evidence and unresolved exceptions for follow-up.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Scope, rollout and pricing for Accounting + Invoicing for Freelancers.
All questionsClick Get started, then use Proto to configure Accounting + Invoicing for Freelancers for your business. Pilot a client engagement with supporting billable work, an independent reviewer, balanced accounting lines and a verified partial receipt. Reconcile the resulting records before expanding.
Assign another authorized person as Accounting Reviewer. Accounting Preparer can prepare the work and execute eligible reviewed actions. The independent decision stays with the reviewer, including when the freelancer also maintains administrative responsibilities.
Link the submission to its client accounting document and organization. Submit its current revision, obtain independent approval, then execute the eligible invoicing action. Keep the saved effect and operation receipt with the reviewed scope.
For work still awaiting authorization, use the correction action and submit the revised scope for review. For accepted or executed work, preserve the original and use the independently approved compensating correction. Retain the earlier decision and its revision so the change can be explained. An earlier approval cannot authorize the changed amount.
Apply verified cash within both the remaining cash amount and the remaining document amount. Preserve the source event and application evidence. The reviewer can then explain the amount still outstanding and investigate any unmatched cash.
Execution uses a stable operation key and retains the actual effect references. Inspect the existing receipt before retrying an interrupted request. A replay of the same operation must resolve to its existing result.
Compare debit and credit amounts for the same document and confirm the applicable accounting period. After eligible execution, inspect the actual posting effects and operation receipt. Use dated account snapshots to support reconciliation.
Use the reviewed correction process and retain an explicit compensating application. Preserve the original receipt and source identity so Auditor can reconstruct the initial match and its correction.
Set up each connection with an agreed source owner, identity mapping and retry rule. Detailed time evidence supports review; verified payment events support cash application. Rehearse duplicate events and failed requests before enabling routine imports.
Ordinary manual use follows the platform pricing policy. Agent execution, imports and connected machine work consume prepaid credits, while implementation is scoped separately. Review the pricing page against the operating cycle you intend to run.
Start free, then use Proto to change fields, steps and approvals before your team goes live.