Process · Billing review

Billing review

Reconcile invoices, applied payments and customer returns with the cycle served.

Step by step

Review billable scope Finance Clerk

Finance Clerk compares the cycle, order and shipped quantities with the intended invoice lines.
- Matches planned and served quantity
- Updates Curation cycles, Meal orders, Invoice items
Issue the invoice Finance Clerk

Finance Clerk records the subscriber, source order or contract, invoice date and due date.
- Records the customer charge
- Updates Invoices, Invoice items
Follow settlement Finance Clerk

Finance Clerk reviews received payment evidence and the application against the invoice balance.
- Shows applied and remaining cash
- Updates Payment evidence, Payment applications, Invoices
Resolve a dispute Sales Rep

Sales Rep contacts the subscriber while Finance Clerk keeps the disputed invoice visible.
- Makes customer follow-up visible
- Updates Invoices, Activities
Review a return Finance Clerk

Fulfillment Lead records the returned shipped item and inspection; Finance Clerk reviews the related credit effect.
- Relates inspection and credit effect
- Updates Customer returns, Invoices

And how to keep it from happening.

A scheduled cycle is not necessarily fully served. Check shipped and invoiced quantities separately.
A received payment can remain unapplied. Review the payment application before treating an invoice as settled.
A damaged item may need both a return record and a credit review. Preserve the link to the original shipped item.

Finance Clerk: Owns invoice and settlement review; Fulfillment Lead owns returned-item evidence; Sales Rep follows the subscriber dispute.

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