Customer billing
Keep customer terms and recurring billing ready for the next invoice.
Accounts Receivable System
Keep invoices, collections and cash application in sync.
Accounts receivable software for invoicing, cash application, payment reminders, collections and customer aging.
Draft
| Invoice Number | Customer | Issue Date | Due Date | Total | Template |
|---|---|---|---|---|---|
| INV-89497 | CUS-200 | 04 Sep | 13 Sep | 37,737.48 | IT-7528 |
| INV-10169 | CUS-009 | 08 Sep | 14 Sep | 44,792.78 | IT-9485 |
| INV-21102 | CUS-229 | 12 Sep | 16 Sep | 42,275.91 | IT-5150 |
| INV-78068 | CUS-042 | 07 Sep | 13 Sep | 29,786.81 | IT-8164 |
| INV-16013 | CUS-052 | 16 Sep | 21 Sep | 15,607.33 | IT-9985 |
| INV-44163 | CUS-022 | 13 Sep | 19 Sep | 17,745.51 | IT-4604 |
Illustrative records derived from the system specification.
Built for the way you bill
AR managers, controllers and collections teams managing customer balances.
- Defined tables
- 20
- Operational views
- 13
- Defined roles
- 7
- Reports
- 8
Defined in the planned system specification.
What’s inside.
Accounts receivable software for invoicing, cash application, payment reminders, collections and customer aging.
Invoices and credits
Send clear invoices and keep every adjustment connected to its source.
Cash application
Match incoming cash to the right invoices and explain every remainder.
Collections
Give overdue balances a clear next action and accountable owner.
Credit controls
Make credit decisions visible before they change a customer balance.
Receivables reporting
Explain aging, collections and cash application with a consistent balance basis.
Keep invoices and incoming cash moving
Draft
| Invoice Number | Customer | Issue Date | Due Date | Total |
|---|---|---|---|---|
| INV-89497 | CUS-200 | 04 Sep | 13 Sep | 37,737.48 |
| INV-10169 | CUS-009 | 08 Sep | 14 Sep | 44,792.78 |
| INV-21102 | CUS-229 | 12 Sep | 16 Sep | 42,275.91 |
| INV-78068 | CUS-042 | 07 Sep | 13 Sep | 29,786.81 |
| INV-16013 | CUS-052 | 16 Sep | 21 Sep | 15,607.33 |
| INV-44163 | CUS-022 | 13 Sep | 19 Sep | 17,745.51 |
PendingApproval
- WO-12605 INV-19541 in 9 d
- WO-31809 INV-94576 in 10 d
- WO-26540 INV-31841 6 d
- WO-18340 INV-11502 in 10 d
- WO-80033 INV-17904 11 d
WO-12605
- Invoice
- INV-19541
- Customer
- CUS-176
- Amount
- 14,192.01
- Reason
- Bankruptcy
- RequestedBy
- SD
Write-off approval waits for the controller / cfo.
StatusSentPartiallyPaidOverdueoverdue
StatusDraftProposedMatchPartiallyAppliedunapplied amount > 0
StatusSentPartiallyPaidOverdueAgingBucket1-3031-6061-9090+
StatusOpenUnderReview
StatusOpenOnHold
StatusPostedReversed
Approval conditions
AR Manager releases the hold (Status: Active → Released) when the underlying overdue clears or after a credit-review approval.
Active
| Hold Number | Customer | Reason | Held At | Held By |
|---|---|---|---|---|
| CH-13323 | CUS-058 | AgingBreach | 17 Sep | ZP |
| CH-38136 | CUS-214 | CreditLimitExceeded | 23 Sep | NS |
| CH-71438 | CUS-120 | ManualReview | 15 Sep | BB |
| CH-63837 | CUS-205 | BankruptcyFiling | 27 Sep | ES |
| CH-30101 | CUS-198 | DisputeOpenOverThreshold | 22 Sep | AU |
| CH-34469 | CUS-040 | AgingBreach | 18 Sep | MC |
ProposedMatch
| Transaction Date | Amount | Type | Memo | Counterparty Name |
|---|---|---|---|---|
| 07 Sep | 6,773.48 | CreditACH | MMO-675 | Counterparty 654 |
| 07 Sep | 47,297.38 | CreditWire | MMO-789 | Counterparty 365 |
| 15 Sep | 11,078.32 | Check | MMO-173 | Counterparty 831 |
| 15 Sep | 7,455.98 | DebitACH | MMO-945 | Counterparty 163 |
| 08 Sep | 35,047.39 | Fee | MMO-366 | Counterparty 820 |
| 11 Sep | 17,847.49 | Other | MMO-252 | Counterparty 385 |
AsOfDate = MAX(AsOfDate)
| Customer | As Of Date | Current Amount | Bucket1 To30 | Bucket31 To60 |
|---|---|---|---|---|
| CUS-193 | 16 Sep | 3,234.85 | 9,593.38 | 28,872.62 |
| CUS-207 | 22 Sep | 17,158.90 | 18,561.96 | 9,622.13 |
| CUS-230 | 14 Sep | 14,719.66 | 12,021.88 | 13,850.40 |
| CUS-040 | 29 Sep | 16,852.12 | 45,628.87 | 44,035.93 |
| CUS-037 | 13 Sep | 8,733.94 | 11,264.12 | 1,223.42 |
| CUS-114 | 07 Sep | 25,581.55 | 13,167.53 | 17,147.56 |
Activedue today
| Schedule Number | Customer | Frequency | Start Date | End Date |
|---|---|---|---|---|
| RIS-92882 | CUS-165 | Weekly | 22 Sep | 26 Sep |
| RIS-27419 | CUS-183 | Monthly | 23 Sep | 29 Sep |
| RIS-56207 | CUS-050 | Quarterly | 09 Sep | 12 Sep |
| RIS-26325 | CUS-202 | Annual | 26 Sep | 05 Oct |
| RIS-97965 | CUS-232 | Weekly | 26 Sep | 02 Oct |
| RIS-67134 | CUS-092 | Monthly | 09 Sep | 16 Sep |
Youopen ar balance > 0
| Name | Billing Email | Open ARBalance | On Credit Hold | Statement Cadence |
|---|---|---|---|---|
| Customer 225 | [email protected] | 10,521.65 | 31,640.35 | None |
| Customer 963 | [email protected] | 15,343.56 | 41,567.43 | Monthly |
| Customer 858 | [email protected] | 23,142.93 | 22,056.10 | Quarterly |
| Customer 559 | [email protected] | 32,768.01 | 3,000.33 | None |
| Customer 905 | [email protected] | 8,853.39 | 12,102.19 | Monthly |
| Customer 487 | [email protected] | 29,178.53 | 40,547.75 | Quarterly |
Connect every balance to its source
AR Aging Summarydrill-down
Open AR by Customer bucketed Current / 1-30 / 31-60 / 61-90 / 90+. Drills from total → AccountOwner → Customer → individual Invoice. Controller's daily landing report and the period-close reconciliation point with fin-accounting's AR subledger.
opens Latest AR Aging Snapshot →| Customer | As Of Date | Current Amount | Bucket1 To30 | Bucket31 To60 |
|---|---|---|---|---|
| CUS-193 | 16 Sep | 3,234.85 | 9,593.38 | 28,872.62 |
| CUS-207 | 22 Sep | 17,158.90 | 18,561.96 | 9,622.13 |
| CUS-230 | 14 Sep | 14,719.66 | 12,021.88 | 13,850.40 |
| CUS-040 | 29 Sep | 16,852.12 | 45,628.87 | 44,035.93 |
- Customer
- CUS-193
- AsOfDate
- 16 Sep
- CurrentAmount
- 3,234.85
- Bucket1To30
- 9,593.38
- Bucket31To60
- 28,872.62
- Bucket61To90
- 7,480.91
- Bucket90Plus
- 30,935.58
ownerController / CFO
Go from the big picture to the details behind it. Open any record to see its status, owner and history.
Illustrative records. Connections and approval states follow the authored specification.
From customer invoice to reconciled cash
Keep invoices, collections and cash application in sync.
Illustrative previews from the system specification.
-
01
Invoice
Prepare the customer document and its governing terms.
Prepare and send invoices -
02
Send
Deliver the reviewed invoice and retain the ledger handoff.
Prepare and send invoices -
03
Collect
Coordinate follow-up and resolve customer exceptions.
Resolve disputes and collectCase NumberCustomerLead InvoiceOpened At -
04
Apply cash
Allocate accepted receipts and explain the remainder.
Receive and apply cashPayment NumberCustomerMethodAmountCheck -
05
Review write-offs
Route the supported request to Controller / CFO.
Controller / CFO decides the write-off; posting follows its own confirmed result.
Review write-offs -
06
Reconcile
Compare the confirmed balances and source outcomes.
Review write-offs
Make write-off decisions accountable
Decision checkpoints where approval stays with your team.
Review write-offs
Controller / CFO decides the write-off; posting follows its own confirmed result.
Review write-offsKeep receivables decisions traceable
Human approval and system automation have different jobs.
Review write-offs
Controller / CFO decides the write-off; posting follows its own confirmed result.
Write-off approval
invoice-send — appEventTrigger on Invoices (Status: Draft → Sent) → renders PDF, emails Customer, writes Band0 DunningEvents.
recurring-invoice-generation — scheduleTrigger daily 02:00 → materializes Invoices from schedules due today, advances NextRunDate.
payment-application-auto-match — appEventTrigger on BankFeedTransactions (Type: CreditACH, Check) → fuzzy-matches Customer + Amount + InvoiceNumber, drafts PaymentsReceived with proposed PaymentApplications.
dunning-by-bucket — scheduleTrigger daily 07:00 → walks open Invoices, sends band-appropriate dunning, writes DunningEvents.
credit-hold-on-aging — appEventTrigger on Invoices (Status: Overdue) → creates CreditHolds when overdue total exceeds CreditLimit.
bank-feed-cash-import — scheduleTrigger hourly business hours → pulls bank API, bulk-creates BankFeedTransactions, fans out to payment-application-auto-match.
gl-post-on-invoice-send — appEventTrigger on Invoices (Status: Draft → Sent) → drafts JE in fin-accounting (Dr ARSubledger, Cr Revenue, Cr SalesTaxPayable).
gl-post-on-payment-applied — appEventTrigger on PaymentsReceived (Status: Applied or PartiallyApplied) → requests the financial delta in fin-accounting; recognizes Cash once and later reclassifies UnappliedCash to ARSubledger with a stable event identity.
late-fee-calculation — scheduleTrigger monthly first business day → computes per-policy fee, creates LateFees row + follow-on Invoice of Type: LateFee.
ar-aging-snapshot — scheduleTrigger last calendar day 23:30 → buckets every open Invoice per Customer, writes ARAgingSnapshots, emails Controller digest.
statement-generation — scheduleTrigger per Customer.StatementCadence → aggregates open Invoices + recent Payments per Customer into a statement PDF, emails to Customer.PrimaryContact (statements derived, no Statements table). Integrations: inbound from CRM (Account master, contacts, AccountOwner), pm-billing (project Invoices), fin-tax-compliance (sales-tax rates and computed line tax), and the bank (BankFeedTransactions). Outbound to fin-accounting (draft JournalEntries for invoice send, payment applied, credit memo, write-off, late-fee), fin-payments (card-on-file charge requests, ACH debit instructions), the document store (PDF invoices, statements, dunning letters), and email (invoice send, dunning, statement run, payment confirmation).
The right workspace for your AR team
Dispute NumberInvoiceCustomerRaised At
Controller / CFO
Owns the AR function. Approves WriteOffs, signs off on the period-end aging, and reviews DSO and bad-debt trend. The named approver on the GL post handoff to fin-accounting.
AR Manager
Owns the operational AR machine. Configures dunning policies, manages collections cases, releases credit holds, and approves credit memos under threshold. Escalates write-offs to the Controller.
AR Clerk
The operational role — the day-in / day-out AR seat. Drafts and sends Invoices, applies PaymentsReceived against open Invoices, processes CreditMemos under threshold, sends manual dunning when a Customer-specific situation calls for it.
NameBilling EmailOpen ARBalanceOn Credit Hold
Sales Rep
Account-owner read-only on own Customers' AR. Nudges the buyer when a deal goes overdue without exposing GL detail.
Customer
The buyer. Implicit role accessed through the customer payment portal — sees own open Invoices, can pay via the fin-payments-issued portal link, downloads own Invoices and Statements.
Viewer
Executive read-only on aging and DSO. The owner, board member, or external auditor seat.
See what is overdue, unapplied and collected
Start with the question. Follow it to the records behind the answer.
Drill-down
AR Aging Summary
Open AR by Customer bucketed Current / 1-30 / 31-60 / 61-90 / 90+. Drills from total → AccountOwner → Customer → individual Invoice. Controller's daily landing report and the period-close reconciliation point with fin-accounting's AR subledger.
View Latest AR Aging SnapshotSource view · Illustrative records
CustomerAs Of DateCurrent AmountBucket1 To30
List report
DSO Trend
Days Sales Outstanding computed monthly on a trailing-12 basis with month-over-month delta. Splits best-possible DSO vs. actual to size the collections gap.
View Latest AR Aging SnapshotSource view · Illustrative records
CustomerAs Of DateCurrent AmountBucket1 To30
List report
Dunning Effectiveness
Per DunningPolicy and per band: number of DunningEvents sent, payments received within N days of send, response and bounce rates. Used to tune policy thresholds and template copy.
View Active Dunning QueueSource view · Illustrative records
Invoice NumberCustomerDue DateOpen Balance
List report
Cash Application Rate
Per period: BankFeedTransactions in, auto-matched at high confidence, auto-matched at low confidence (clerk-reviewed), and manual entries. Tracks the auto-match win rate the AR Clerk's productivity rests on.
View Auto-Match ProposalsSource view · Illustrative records
Transaction DateAmountTypeMemo
Credit Wire
Drill-down
Customer Risk Profile
Per Customer: open AR, average days late, count of disputes, count of write-offs, active credit-hold flag, count of dunning sends. Drives the AR Manager's customer-level credit reviews.
View Active Credit HoldsSource view · Illustrative records
Hold NumberCustomerReasonHeld At
Credit Limit Exceeded
List report
Bad Debt and Write-Off Register
Per period: every WriteOff with Customer, original Invoice, amount, reason, and approver. Reconciles to the Bad Debt Expense GL account.
View Posted Write-OffsSource view · Illustrative records
Write Off NumberInvoiceCustomerAmount
List report
Recurring Revenue Run-Rate
Annualized invoice amount across all Active RecurringInvoiceSchedules with month-over-month new / churned / upgraded / downgraded movement. The CRR / ARR view from the billing side.
View Recurring Schedules Due This WeekSource view · Illustrative records
Schedule NumberCustomerFrequencyStart Date
Monthly
List report
Collections Case Funnel
Open CollectionsCases by Stage (Internal → ExternalAgency → LegalReview → Litigation → Settlement → Closed) with median time-in-stage and recovery rate. The AR Manager's escalation operating report.
View Open Collections CasesSource view · Illustrative records
Case NumberCustomerLead InvoiceOpened At
Prepare AR work with an agent
Let your AI agent help with everyday work. Set its permissions during setup and keep approvals with your team.
- Inbound
- CRMCustomers · in
- Project billingInvoices · in
- Tax serviceInvoiceLines · in and out
- Bank feedBankFeedTransactions · in
- Outbound
- General ledgerin and out
- Payment processorin and out
- Document and email servicesInvoices · in and out
- Agents
- Your agentWorks within the permissions you assign
Your agent works within the permissions you assign.
List the work that needs attention. Keep the approval with the assigned reviewer.
Download agent Agent setup guide$ curl -fsSL https://www.erp.ai/skill.md
› open Accounts Receivable System and list records waiting on review write-offs
Invoice to cash · records listed with owner and age
› approve the first one at review write-offs, as its approver
Approval requiredWaiting for the assigned reviewer
Your questions, answered.
How the system works, what you can configure and how to get started.
How do I get started?
Select Start now to create your account. Explore the system specification, or use Proto to configure it for your business.
Does this replace the general ledger?
No. AR maintains its receivables workflow and retains the connected ledger outcome. A draft journal reference is separate from confirmed posting.
Can we collect project-billing invoices here?
Yes, through read-only collection references with confirmed source balances. The project billing service remains the issuer and financial owner; local send and financial adjustment actions are disabled for that population.
Does a matching proposal mark an invoice paid?
No. AR Clerk reviews the proposed customer and allocation. Only accepted cash applications affect local balances, within the receipt amount and invoice open balance.
Can we leave part of a receipt unapplied?
Yes. Keep the remainder on the customer account and allocate it deliberately later. A later application must not recognize the same receipt cash again.
Who approves write-offs?
Controller / CFO reviews the AR Manager request. Approval authorizes the ledger handoff; the balance reduction follows the confirmed posted result.
Can customers see one another’s invoices?
Customer access is restricted to the permitted records for their own identity. Verify lists, exports, references and APIs before inviting users.
Does a snapshot close the accounting period?
No. It records a stated cutoff population for reconciliation. The connected accounting system owns its actual period-close process.
Implementation
Start with a reconciled customer population and expand after a controlled pilot.
Read the implementation plan- 01
Confirm ownership
Controller / CFO agrees local billing, external project references, communication ownership and the ledger reconciliation basis.
Controller / CFO - 02
Prepare the opening position
AR Manager reconciles customers, open invoices, credits, unapplied receipts, disputed balances and pending write-offs.
AR Manager - 03
Configure permissions
Controller / CFO reviews the decision policy with the administrator. Test customer, account-owner and sensitive-field scope.
Controller / CFO - 04
Connect the sources
Verify invoice delivery, bank identity, processor settlement mappings and ledger callbacks, including duplicates and rejections.
Team and ERP.ai - 05
Run the pilot
AR Clerk and AR Manager trace recurring drafts, partial payments, credit adjustments, returned receipts and write-off decisions.
AR Manager - 06
Reconcile and expand
Controller / CFO compares the actual ending balances and external results before widening the customer population.
Controller / CFO
Pricing
The base account and ordinary manual work in ERP.AI's official interface are $0. Viewing, searching, creating, editing, approving, deleting and exporting records in that interface do not consume read or write credits. There is no per-user fee.
Machine work: external API-key requests, imports, workflows, agents and scheduled jobs. Successful external API-key reads and writes use the operation rates below. Starting a managed execution from the interface still starts that metered service.
Pricing and account rules| Machine work | Included per $1 of credit |
|---|---|
| List/filter or get record calls | 20,000 |
| Search or aggregate calls | 4,000 |
| CSV or PDF exports | 100 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| File upload in MB | 2,000 |
| Workflow runs | 2,000 |
| Code-node compute beyond included in CPU-sec | 12,000 |
| Agent executions | 2,000 |
| Scheduled jobs or webhook activations | 20,000 |
Read and write rates apply to successful external API-key requests. Ordinary manual work in the ERP.AI interface is $0.
prepaid creditsSmallest pack $5, purchased credits never expire.
Explore the complete system.
Follow the operating model from the process to the people, records and decisions behind it.
Industries
Reference
Roles and permissions
Give each person the customer and decision scope their work needs.Reports and analytics
Understand customer aging, collection activity and cash application.Data model
Trace invoices, receipts and adjustments back to their governing source.Integrations
Connect billing, bank evidence and ledger outcomes with clear ownership.Implementation
Start with a reconciled customer population and expand after a controlled pilot.Agent and automation
Prepare receivables work with an agent while retaining the assigned decisions.
