Tax invoicing and collections

AR Specialist prepares each customer invoice with the organization, issue date, due date and recorded output tax. Revenue lines explain what the customer is being charged for and which ledger account applies. Customer terms and the invoice’s due date give the collection team a starting point for follow-up. The remaining balance connects the invoice to the money actually recorded against it.

Use the customer reference and invoice number consistently when responding to a payment query. A customer may send a partial payment or quote an unfamiliar bank reference. AR Specialist needs to trace that movement to the correct invoice before changing the amount received. Sending the invoice and settling it are separate stages in that work.

• Prepare the charge. Review the customer, organization and revenue lines while the invoice is Draft. Check the subtotal, recorded output tax and total against the agreed commercial document.
• Send the invoice. Use the invoice send action after the draft is ready. The action records its operation result and moves the invoice to Sent; agree the customer delivery connection during setup.
• Follow collection. Compare the amount received with the total and due date. Keep Partially Paid and Overdue invoices visible so a remaining balance receives the right follow-up.

Agree who maintains customer payment terms and how On Credit Hold customers are handled. Review the use of each revenue category with Staff Accountant so invoice lines reach the correct account. Decide which evidence is required before a draft can be sent and how the team handles a document marked Void.

Set the output tax review policy with Controller using the business’s own invoice examples. Confirm that invoice issue dates align with the chosen period reporting basis. If customer delivery runs through another service, assign its owner and agree how the team checks delivery outcomes. The finance team should understand what the local send receipt establishes and where to find the customer delivery evidence.

An invoice includes an implementation service and a training charge. AR Specialist reviews both revenue categories, their account coding and the recorded output tax before sending. The send action succeeds and the invoice becomes Sent. Retain the operation result while following the agreed delivery route to the customer.

The customer later pays only the implementation portion. Treasury Analyst identifies the payment and AR Specialist checks the invoice allocation before recording the amount received. The invoice remains Partially Paid with a balance for follow-up. Review that same document in the aging report using its due date. A partial receipt should not make the unpaid training charge disappear from the collection discussion.

• AR Invoice Register — Review sent customer invoices with output tax, received amounts and open balances.
• Draft invoices for sending — Check the prepared amount and due date before using the send action.
• Invoices by Status — Follow invoices from preparation through collection or voiding.

Follow invoice preparation to collection, then include the documents in the tax period review. Agree external delivery ownership on the integrations page.