Schedule to invoice
Activate the agreed billing plan, issue each obligation once and reconcile cash and credits to the account.
6 stages · 2 approvals
Roles and responsibilities
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Step 1Generate the schedule
ScheduleDescriptionScheduled DateService Period Start
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Step 2Review and activate
Sales Order NumberAccountQuoteContract
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Step 3Run billing
Invoice NumberAccountCustomer PONumberInvoice Date
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Step 4Apply payments
Invoice NumberAccountCustomer PONumberInvoice Date
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Step 5Follow up
Invoice NumberAccountCustomer PONumberInvoice Date
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Step 6Credit
Credit Memo NumberInvoiceAccountReasonService credit
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Generate the schedule
Billing Specialist reviews draft obligations from the released order. Upfront, recurring and milestone methods retain real order-line allocations and net-of-tax amounts. Period timing and proration reconcile to accepted term value. Shipment and customer acceptance have separate events, with Full or Proportional milestone rules deciding the eligible quantity.
Approval required
Review and activate
Billing Specialist checks dates, net totals, service boundaries and trigger requirements against commercial authority, then activates the exact schedule revision. Unapproved amount or scope changes return to Deal Desk. Draft or suspended parents cannot bill even when their child dates are due.
Run billing
Billing Specialist runs due, eligible, unclaimed lines from Active schedules. Each obligation is consumed once. Invoice lines retain products, service periods, discounts, purchase-order and revenue context. Configured tax evidence or finalized accounting tax must resolve before local issue, sending or cash application. Uncertain accounting posting is reconciled before another attempt; acknowledgment establishes the external posting reference.
Apply payments
Billing Specialist applies a confirmed receipt to compatible same-account invoices within current unpaid balances and remaining payment funds. Each application is recorded once. Returned payments use linked reversals that reopen the affected debt; returns and refunds require independent Executive Approver approval and confirmed cash evidence. Original receipts and applications remain in history.
Follow up
Billing Specialist reviews overdue balances and unapplied cash, notifies the account owner through the configured process and manages supported credit holds. Exposure includes committed uninvoiced orders without double-counting amounts that become invoices. Only unreserved account credit is available for application; pending refunds keep their funding reserved.
Approval required
Credit
Billing Specialist may approve their own eligible credit request within their explicit limit; Executive Approver decides requests above that authority. Credit is bounded by remaining uncredited invoice-line and tax value, including paid invoices. It settles the source balance first, with surplus retained as account credit for later same-account application or confirmed refund.
Approvals and controls
2 approvals required in this process
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Review and activate
Billing Specialist signs · run billing waits
InvoiceSchedules, InvoiceScheduleLines, Contracts, SalesOrders -
Credit
Billing Specialist or Executive Approver signs · closes the process
CreditMemos, CreditMemoLines, Invoices, AccountCreditApplications, FinanceAdjustments - Schedule activation requires the authorized commercial total; it does not grant permission to alter the accepted sale.
- Milestone tax is calculated once from net obligationsMissing tax evidence remains unresolved until corrected.
- A remote timeout cannot justify a duplicate invoice or mark an uncertain posting as accepted.
- Credits preserve prior cash applicationsAnd surplus credit does not make an invoice balance negative.
- Posted finance records retain their original amountsReversals, refunds and corrections have linked evidence and effects.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Generate the schedule | InvoiceSchedulesInvoiceScheduleLinesOrderAllocationsBillingMilestonesFulfillmentEvents | Net line-level obligations and trigger evidence prepared |
| 2 Review and activate | InvoiceSchedulesInvoiceScheduleLinesContractsSalesOrders | Reconciled schedule revision activated |
| 3 Run billing | InvoicesInvoiceLinesInvoiceScheduleLinesBusinessEventsEventDeliveries | Obligations claimed once; final amounts and posting reconciled |
| 4 Apply payments | PaymentsPaymentApplicationsFinanceAdjustmentsInvoices | Effective cash applications and linked reversals retained |
| 5 Follow up | InvoicesAccountsAccountCreditApplications | Collection and exposure reviewed |
| 6 Credit | CreditMemosCreditMemoLinesInvoicesAccountCreditApplicationsFinanceAdjustments | Approved credit allocated to debt, account credit or confirmed refund |
Process reports
All reportsRenewal Outcomes
Expiring contract terms from RenewalDecisions: completed renewal, evidenced nonrenewal, expired or unresolved. Before/after ARR uses effective renewable ContractLines and the signed price basis/uplift, excluding one-time items and repeated term generation.
Billing Backlog
Accepted released allocation net amount less issued schedule consumption, by account/contract/service period. Separate active due plans, pending milestones, inactive schedules and released amounts without a plan; credit memos do not silently make the same obligation billable again.
Invoice Aging
Positive finalized issued invoice Balance in current, 1–30, 31–60, 61–90 and over-90 days past DueDate as of a stated date/timezone. Show retained unapplied cash and available account credit separately; exclude Draft/Void artifacts and unconfirmed reversals/refunds.
Days Sales Outstanding
For a stated rolling period: end-of-period gross receivables divided by net credit sales during that period times period days. Use finalized issued invoice totals less issued credits as sales, with cash sales excluded by the frozen Invoices.SaleType classification; denominator zero/negative yields unavailable. Payment/application dates provide separate actual days-to-settle cohorts, not a substitute DSO formula. No GL or revenue-recognition result is implied.
Run by an agent
Agent support
Configure human approval actions separately from assistant preparation. Discount and terms decisions, contract verification, order confirmation and release, schedule activation and credit decisions stay with authorized people. An assistant cannot grant itself delegation, change an accepted proposal, treat a missing provider response as success or turn a suggested cash match into an approved correction.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› schedule to invoice · generate the schedule on InvoiceSchedules, InvoiceScheduleLines, OrderAllocations, BillingMilestones, FulfillmentEvents
✓ Billing Specialist reviews draft obligations from the released order.
› schedule to invoice · review and activate on InvoiceSchedules, InvoiceScheduleLines, Contracts, SalesOrders
⏸ approval · waiting for the billing specialist
# 4 more stages after approval: run billing, apply payments, follow up, credit
Other processes
5 moreQuote to cash
Connect a configured proposal to its approvals, executed terms, fulfilled order and reconciled invoice.
8 stages · 4 approvals
Configure and price
Build a complete product configuration and a traceable price before submitting the quote for review.
6 stages · 0 approvals
Discount approval
Review concessions and terms against the complete proposal, with clear authority, delegation and revision history.
6 stages · 1 approval
Acceptance to order
Verify the executed sale and release only the quantities, terms and value the buyer authorized.
6 stages · 2 approvals
Renewal
Prepare the next service term from current contracted entitlements and the renewal terms the buyer accepted.
6 stages · 2 approvals