Billing and Returns

An invoice can refer to the subscriber, source order, fulfillment event, contract and accounting period. Its status shows whether it is drafted, sent, partly paid, paid or disputed. Invoice lines carry quantity and price and can point to a curation cycle or contract item. Finance Clerk can compare the invoice with the recurring quantity and the shipped order before treating the cycle as billed.

A return has its own reason, requested and received dates, status, disposition and link to the shipped item. A credit note can be linked where the commercial outcome warrants it. This lets the customer team answer what was delivered, what was invoiced and what is still under review from related records.

• Invoice links. Keep the invoice tied to the subscriber and the order or cycle it bills.
• Settlement state. Follow due dates, amount paid and dispute state in the finance queue.
• Return evidence. Tie the requested return to the shipped item and record inspection before final disposition.

Decide whether a cycle bills on delivery or directly, which invoice terms apply and who resolves a disputed amount. Agree who can authorize a customer return, who inspects it and when Finance Clerk may issue a credit note. Rehearse a partly shipped order so the team can see how invoiced quantity differs from planned quantity. Also settle how payment confirmation enters the app and which person reconciles it.

A subscriber receives most of a scheduled selection. Fulfillment Lead checks the shipped quantity on the linked order and shipment items, then records delivery evidence. Finance Clerk reviews the invoice against the order and cycle, sees the invoiced quantity and notes any remaining scope. The customer reports one damaged item. Fulfillment Lead opens a return linked to the shipped item and records the reason and inspection. Finance Clerk reviews the linked credit note and the invoice’s current settlement state. Subscription Manager uses the same cycle to understand what remains to be billed.

The team should be able to explain a partial payment from the invoice state and amount paid. A disputed invoice remains visible for follow-up rather than being treated as settled.

• Open Subscriber Invoices — Sent, partly paid and disputed invoices with due dates and payment progress.
• Returns to Resolve — Return reason, status and disposition for items still being handled.

Use billing review to rehearse the invoice and return path. The reports page lists the questions each team can answer.