Order to cash
Allocate accepted commitments, verify billing eligibility and reconcile invoices, customer cash and credits.
8 stages · 3 approvals
Roles and responsibilities
-
Step 3Prepare invoice
Invoice NumberAccountTotal AmountAmount Paid
-
Step 5Issue invoice
Invoice NumberAccountTotal AmountAmount Paid
-
Step 6Apply cash
Invoice NumberAccountTotal AmountAmount Paid
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Allocate order
Sales Ops creates the staged order from an active accepted contract. Each line reserves a bounded quantity and net amount from its contract line or cycle. Repeated generation keeps the original order identity, and cancellation releases only unused scope after checking downstream work.
Approval required
Confirm delivery
Sales Ops verifies partial delivery or provisioning proof against the order. Period-based services follow the signed cycle trigger. For metered work, Sales Ops verifies source usage and AR Clerk approves the signed billing basis. An active header or repeated callback cannot complete the whole order.
Prepare invoice
AR Clerk claims unused eligible fulfillment, period or usage scope and preserves the accepted net price. The preparation captures current tax evidence, currency, customer and dates. Missing tax remains unresolved, and concurrent drafts cannot each consume the same billing allocation. Prior minimum billing reduces the assessed usage-period charge.
Approval required
Review exceptions
An independent AR Clerk decides finance or tax exceptions within policy and authority. Sales Manager separately approves material changes to the commercial total. The invoice version cannot inherit a decision for different quantities, terms or tax facts; unresolved exceptions prevent issue.
Issue invoice
AR Clerk issues the reviewed local document and records accounting handoff and customer delivery separately. Accounting acceptance comes from the configured authoritative route. A transport acknowledgment does not prove financial posting, and neither issue nor sending proves payment.
Apply cash
AR Clerk attributes evidenced received money and applies available cash to the same customer's eligible debt. Payment-currency consumption, invoice-currency settlement, approved discounts and write-offs retain their separate amounts. Atomic reservations prevent double use of cash or invoice balance; remaining unapplied money stays visible.
Approval required
Resolve credits and refunds
An independent AR Clerk reviews disputed or above-policy credit/write-off scope and all refunds within payout authority. Routine eligible actions use their explicit policy. A refund reserves either available unapplied cash or surplus credit, never both, and waits for confirmed external settlement.
Follow up
AR Clerk reconciles residual debt, disputes and bank/accounting outcomes before dunning. Reminders recheck balance, recipient preferences and cadence at sending. Unknown execution retains reservations until evidence establishes settlement or safe retry; linked returns and reversals preserve the original document and cash history.
Approvals and exception handling
3 approvals required in this process
-
Confirm delivery
Sales Ops or AR Clerk signs for delivery or usage assessment · prepare invoice waits
FulfilmentEvents, UsageRecords, ContractCycles -
Review exceptions
AR Clerk or Sales Manager signs when required · issue invoice waits
TaxAssessments, ApprovalDecisions, DocumentVersions -
Resolve credits and refunds
AR Clerk signs for required exceptions and every refund · follow up waits
CreditAdjustments, CreditApplications, Refunds - Accepted prices are already net; downstream allocation cannot discount them again.
- Actual fulfillmentAgreed billing triggers determine eligibility, including partial delivery and approved usage.
- Issued invoices retain their original value; creditsApplications explain the remaining balance.
- A paid-invoice credit preserves cash historyCredit-funded refunds do not also reduce the original receipt.
- Reversals trace affected allocations and payments onceWhile uncertain requests remain reserved for reconciliation.
- Opening documentsSettlement history import as nonposting evidence without repeating operational effects.
When the process needs attention
-
exception
Review exceptions
An independent AR Clerk decides finance or tax exceptions within policy and authority.
-
exception
Resolve credits and refunds
An independent AR Clerk reviews disputed or above-policy credit/write-off scope and all refunds within payout authority.
-
variance
Follow up
AR Clerk reconciles residual debt, disputes and bank/accounting outcomes before dunning.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Allocate order | OrdersOrderItemsCommercialAllocations | Reserve accepted order scope once |
| 2 Confirm delivery | FulfilmentEventsUsageRecordsContractCycles | Confirm eligible delivery or measured work |
| 3 Prepare invoice | InvoicesInvoiceItemsTaxAssessments | Prepare bounded billing with resolved facts |
| 4 Review exceptions | TaxAssessmentsApprovalDecisionsDocumentVersions | Decide finance or commercial exceptions |
| 5 Issue invoice | InvoicesOutboundDeliveriesIntegrationEvents | Issue locally and track external acceptance |
| 6 Apply cash | PaymentsReceivedPaymentApplicationsInvoices | Consume cash and settle documented debt |
| 7 Resolve credits and refunds | CreditAdjustmentsCreditApplicationsRefunds | Authorize bounded credit or cash return |
| 8 Follow up | DunningActionsMessageDeliveriesIntegrationEvents | Reconcile outcomes and permitted reminders |
Run by an agent
Agent support
Required human decisions remain with the accountable role. An assistant cannot turn a preparation task into qualification, commercial approval, technical exception approval or commission payout authorization. It cannot use broad access to expose another rep's pay, bypass a communication preference or reuse an old signature after terms change. Uncertain sends and payouts need reconciliation before another request can create an additional effect.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› order to cash · allocate order on Orders, OrderItems, CommercialAllocations
✓ Sales Ops creates the staged order from an active accepted contract.
› order to cash · confirm delivery on FulfilmentEvents, UsageRecords, ContractCycles
⏸ approval for delivery or usage assessment · waiting for the sales ops or ar clerk
# 6 more stages after approval: prepare invoice, review exceptions, issue invoice, apply cash, resolve credits and refunds, follow up
Other processes
5 moreLead to deal
Move the right customer opportunity from qualification to an accepted agreement with clear commercial ownership.
5 stages · 2 approvals
Quote to contract
Resolve configuration and pricing, review the agreement and verify the complete customer acceptance.
7 stages · 4 approvals
Campaign to opportunity
Release reviewed outreach, route genuine responses and preserve the link from campaign activity to qualified pipeline.
8 stages · 2 approvals
Forecast and commission close
Freeze the period's sales judgment, calculate eligible earnings and release independently reviewed commission payouts.
8 stages · 3 approvals
Contract renewal
Carry the continuing agreement into its next term with explicit pricing, notice and customer acceptance.
6 stages · 2 approvals