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Accounts Receivable System
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Accounts Receivable System · Available now

Keep invoices, collections and cash application in sync.

Invoicing & AR is the dedicated accounts-receivable engine for a US mid-market company that bills enough customers, in enough shapes, that the basic AR module inside a books app no longer carries the load. It owns the full receivables lifecycle: a customer master tuned for credit and collections (credit limit, payment terms, dunning preferences, statement cadence), branded invoice templates, the Invoice itself with its line items and tax pass-through, recurring-invoice schedules for subscription and retainer billing, credit memos against issued invoices, the incoming payment received record with its application across one or more invoices, automated bank-feed cash matching, a tiered dunning policy that walks an overdue invoice through reminder, escalation, demand, and collections-case bands, customer-level credit holds, late-fee assessment, dispute tracking, write-offs, and the periodic AR aging snapshot that finance reconciles at month-end.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewMy Open Invoices to Send
Accounts Receivable System · Invoices

My Open Invoices to Send

Invoices in one list

New invoice
Invoices in view
6
Total
187,946
Standard
2
Recurring
1
Invoice numberCustomerIssue dateDue dateTotalTemplate
INV-89497Blue Vale Equipment Co.10 Oct19 Oct37,737.48Tax-exempt customer invoice
INV-10169Juniper Crest Foods14 Oct20 Oct44,792.78Product shipment invoice
INV-21102Harborwick Marine Supply18 Oct22 Oct42,275.91Standard services invoice
INV-78068Cedar Finch Manufacturing13 Oct19 Oct29,786.81International wire invoice
INV-16013Juniper Crest Foods22 Oct27 Oct15,607.33Monthly retainer invoice
6 of 6 records
Blue Vale Equipment Co.Invoices · INV-89497
Standard
Issue date10 Oct
Due date19 Oct
Total37,737.48
TemplateTax-exempt customer invoice
Review write-offsINV-89497 · Blue Vale Equipment Co.

Controller / CFO decides the write-off; posting follows its own confirmed result.

Waiting for Controller / CFO
ApproveReturn
Example screen with sample data
Tables, ready to use
20
Saved views
13
Roles with set permissions
7
Reports and dashboards
8
Features

Keep invoices and incoming cash moving

Every feature works on the same records. Pick one to see the screen your team works in.

Customer billing

Keep customer terms and recurring billing ready for the next invoice.

  • Set the terms before billing
  • Make recurring billing predictable
  • Keep the customer view in scope
  • Customers
  • Billing terms
  • Invoice templates
  • Recurring invoice schedules
  • Credit holds
Explore customer billing
OverviewRecurring Schedules Due This Week
Accounts Receivable System · Customer billing

Recurring Schedules Due This Week

Recurring invoice schedules

New
Schedule numberCustomerFrequencyStart dateEnd dateNext run date
RIS-92882Blue Vale Equipment Co.Weekly28 Oct01 Nov23 Oct
RIS-27419Blue Vale Equipment Co.Monthly29 Oct04 Nov23 Oct
RIS-56207Ternfield Energy ServicesQuarterly15 Oct18 Oct22 Oct
RIS-26325Mossline Property GroupAnnual01 Nov10 Nov23 Oct
RIS-97965Juniper Crest FoodsWeekly01 Nov07 Nov23 Oct
6 of 6 records
Blue Vale Equipment Co.Recurring invoice schedules · RIS-92882
Weekly
Start date28 Oct
End date01 Nov
Next run date23 Oct
TemplateTax-exempt customer invoice
Example screen with sample data
Process

From customer invoice to reconciled cash

Invoice to cash ships ready to use. One step needs a named approval before the work moves on: Review write-offs (Controller / CFO).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Invoice

    Prepare the customer document and its governing terms.

    Blue Vale Equipment Co.INV-89497
    Invoice

  2. Send

    Deliver the reviewed invoice and retain the ledger handoff.

    Blue Vale Equipment Co.INV-89497
    Send

  3. Collect

    Coordinate follow-up and resolve customer exceptions.

    Blue Vale Equipment Co.INV-89497
    Collect

  4. Apply cash

    Allocate accepted receipts and explain the remainder.

    Blue Vale Equipment Co.INV-89497
    Apply cash

  5. Review write-offs

    Route the supported request to Controller / CFO.

    Blue Vale Equipment Co.INV-89497 · Controller / CFO
    Review write-offsBy Controller / CFO
    ApprovalController / CFO decides the write-off; posting follows its own confirmed result.

  6. Reconcile

    Compare the confirmed balances and source outcomes.

    Blue Vale Equipment Co.INV-89497
    Reconcile

Start with Prepare and send invoices

Inside a record

Connect every balance to its source

Open any invoice to see its disputes, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Issue date, Due date, Total and Template.

  2. 2
    Disputes

    Each line is linked to this invoice.

  3. 3
    Who works on it

    Controller / CFO, AR Manager and AR Clerk, each with their own permissions.

  4. 4
    Process stages

    Invoice creation — one-off and Invoice creation — recurring, with the role that acts.

  5. 5
    Approvals

    Review write-offs, with who decides.

My Open Invoices to SendBlue Vale Equipment Co.
Accounts Receivable System · Invoices

Blue Vale Equipment Co.

Tax-exempt customer invoice · Standard

Log activity
1
Record details
Issue date10 Oct
Due date19 Oct
Total37,737.48
TemplateTax-exempt customer invoice
2
Disputes

Blue Vale Equipment Co.

Dispute numberInvoiceCustomer
DSP-78928Juniper Crest training, JulyStone Quay Systems
DSP-75241Stone Quay support retainer, JuneTernfield Energy Services
DSP-16618Juniper Crest training, JulyStone Quay Systems
Disputes
6
Total amount in dispute
106,481
3

Who works on it

  • Controller / CFOFull read on every table in the app
  • AR ManagerCRUD on Customers (AR fields — credit limit, default dunning…
  • AR ClerkCRUD on Invoices and invoice lines while Status IN (Draft, Sent)
4

Process stages

  • Invoice creation — one-offAR Clerk, Customer
  • Invoice creation — recurringAR Clerk
5

Approvals

  • Review write-offsController / CFO
    Approved
Example screen with sample data
Approvals

Make write-off decisions accountable

OverviewApprovals
Accounts Receivable System · Overview

Approvals

Signed in as Controller / CFO

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • WO-12605Harborwick equipment rental, May
    Cedar Finch ManufacturingRequested by Devin Shah
    Bankruptcy0dActions
  • WO-31809North Alder maintenance, August
    Cedar Finch ManufacturingRequested by Lucia Moreno
    Uncollectible2dActions
  • WO-26540Cedar Finch monthly service, May
    Juniper Crest FoodsRequested by Rafael Costa
    Below threshold5dActions
  • WO-18340Blue Vale parts shipment, July
    Harborwick Marine SupplyRequested by Hana Park
    Settlement compromise5dActions

Who approves what

DecisionApprover
Review write-offsRoute the supported request to Controller / CFO.Controller / CFO
Approve credit memos above the AR Manager thresholdController / CFO
Sign off on AR aging snapshots at period closeController / CFO
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Accounts Receivable System to the work that is theirs. Pick a role to see what it starts with.

Admin

Systems administrator. Owns configuration, integration health, and user provisioning for the AR system. Not a day-to-day AR operator.

  • Full CRUD on all tables
  • Manage RBAC and role assignments
  • Configure billing terms, invoice templates, dunning policies (with AR Manager)
  • Configure inbound feeds from CRM, pm-billing, fin-tax-compliance, and the bank API
  • Configure outbound integrations to fin-accounting (GL JEs), fin-payments, document store, and email

Roles and permissions

Reports

See what is overdue, unapplied and collected

Understand customer aging, collection activity and cash application.

Overview
Accounts Receivable System · Overview

Accounts Receivable System dashboard

This quarter

Write-offs in view
6
Total amount
82,842
Bankruptcy
2
Uncollectible
1

Invoices by status

How far records got this quarter

StageReachedStep
Draft24
Sent417%
Partially paid250%
Paid150%

Total by status

Sample totals per stage

37.7k0
-226425Draft
-75475Sent
0Partially paid
37.7kPaid
-113212Overdue
Example screen with sample data
  1. 01AR Aging Summary

    Explain open balances by customer and due-date band.

  2. 02DSO Trend

    Compare the stated monthly collection measure and calculation basis.

  3. 03Dunning Effectiveness

    Review communication activity and subsequent response.

  4. 04Cash Application Rate

    Compare imported transactions, match proposals and accepted review routes.

  5. 05Customer Risk Profile

    Connect aging, disputes, write-offs and active holds.

  6. 06Bad Debt and Write-Off Register

    Reconcile confirmed posted adjustments and their approvers.

  7. 07Recurring Revenue Run-Rate

    Review annualized billing schedules; this is not a revenue-recognition conclusion.

  8. 08Collections Case Funnel

    Track stage, ownership and recovery outcomes.

All reports and dashboards

Who it's for

Built for the way you bill

See how Accounts Receivable System fits your kind of team.

Goods and distribution

Connect customer billing to the goods and delivery evidence you already use.

Services and retainers

Keep agreed terms, recurring drafts and customer adjustments connected.

Project billing collections

Follow up on project invoices while preserving the original billing owner.

Controls

Keep receivables decisions traceable

Each stage of invoice to cash names the role that acts and the status it records, so a change is never anonymous.

OverviewInvoice to cash
Accounts Receivable System · Process

Invoice to cash

Each stage, the role that acts and the status it records

Process stages
13
Approval steps
1
Roles involved
6
Tables touched
18
Invoice creation — one-off
AR Clerk, Customer
StatusDraft → Sent
RecordsDunning events, Billing terms, Invoice lines
Credit holds and credit limitsApproval
AR Manager, Sales Rep, Customer
StatusActive → Released
RecordsCredit holds, Customers, Invoices
Late fees
AR Manager, Customer
StatusAssessed → Waived
RecordsBilling terms, Customers, Late fees
Invoice to cash
  1. Start
    Master data setupAR Manager, Customer
    Invoice templates
  2. Step
    Invoice creation — one-offDraft → Sent
    Dunning events
  3. Approval
    Disputes and credit memosAR Manager, AR Clerk, Customer
    Credit memo lines
  4. Approval
    Credit holds and credit limitsActive → Released
    Credit holds
  5. Step
    Late feesAssessed → Waived
    Billing terms
Example screen with sample data

See each stage in detail

AI agent

Prepare AR work with an agent

Prepare receivables work with an agent while retaining the assigned decisions.

It can

    Stays with a person

      Set up an agent

      Integrations

      Connects to the tools you use

      Set up connections through ERP.AI and Proto workflows, with every change logged.

      • Accounts Receivable System
      • CRM
      • Project billing
      • Tax service
      • Bank feed
      • General ledger
      • Payment processor
      • Document and email services
      Data model

      Your data, in tables you can change

      Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

      Browse all 20 tables
      20tables
      • Customer billing5
      • Invoices and credits6
      • Cash application6
      • Collections6
      • Credit controls6
      • Receivables reporting8
      Implementation

      Roll out one team at a time

      Start with one team and one process, then add the rest once the basics are running.

      1. Confirm ownership

        Controller / CFO agrees local billing, external project references, communication ownership and the ledger reconciliation basis.

      2. Prepare the opening position

        AR Manager reconciles customers, open invoices, credits, unapplied receipts, disputed balances and pending write-offs.

      3. Configure permissions

        Controller / CFO reviews the decision policy with the administrator. Test customer, account-owner and sensitive-field scope.

      4. Connect the sources

        Verify invoice delivery, bank identity, processor settlement mappings and ledger callbacks, including duplicates and rejections.

      5. Run the pilot

        AR Clerk and AR Manager trace recurring drafts, partial payments, credit adjustments, returned receipts and write-off decisions.

      Read the implementation plan

      Pricing

      $0per user

      The base account and everyday work in the ERP.AI app are free, for every user.

      • No per-user or per-seat fees
      • Viewing, editing, approving and exporting records in the app is free
      • Pay only for machine work: API calls, imports, workflows and AI agents
      • Prepaid credits from $5. Purchased credits never expire

      Pricing details

      Machine work rate card Included per $1 of credit

      Machine work rate card
      UsagePer $1
      Record reads (list, filter, get)20,000
      Search or aggregate queries4,000
      Record writes4,000
      Imported or synced records200,000
      Workflow runs2,000
      AI agent runs2,000
      Scheduled jobs or webhooks20,000
      File uploads (MB)2,000
      CSV or PDF exports100
      FAQ

      Questions, answered

      Scope, rollout and pricing for Accounts Receivable System.

      All questions
      How do I get started?

      Click Get started, then use Proto to configure Accounts Receivable System for your business. Set up your workflows, import your data and invite your team.

      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.

      Set up Accounts Receivable System your way.

      Start free, then use Proto to change fields, steps and approvals before your team goes live.

      Start now Download Proto

      How to get started

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