Invoicing

Create customer invoices and follow the balance through to payment.

Invoices Invoices → InvoiceItems Revision C · Active released orders keep the revision they started on
  • INV-0442 · PRD-2041 Good1 EA
    • PRD-3310 Good2 EA
      • PRD-5107 Service0.8 KG
    • PRD-5140 Service6 EA
InvoiceItems · Quantity
Records in this module

Prepare an invoice your customer can understand

Start with the customer, dates and the work being billed. Products provides a default item or service description and price; InvoiceItems retains the actual agreed quantity, price, revenue account and effective tax basis. The product list is a billing catalog rather than warehouse stock. Bookkeeper checks each line before submitting the current invoice revision to Owner. Keep the originating opportunity when the invoice follows a won sale, so the sales team can follow the handoff without gaining access to the books. Winning the deal itself does not post revenue.

Invoices Awaiting ApprovalInvoices
PendingApprovalYou
Invoice NumberCustomerInvoice DateTotal AmountRevision
INV-37307CUS-03316 Sep36,294.91940
INV-83250CUS-10306 Sep30,455.58960
INV-86420CUS-16815 Sep26,104.47690
INV-85031CUS-14609 Sep27,007.25530
INV-72342CUS-13012 Sep46,776.00140
INV-42264CUS-07806 Sep25,060.13210
Invoicing →

Issue once and track delivery separately

Owner reviews the exact customer, lines and amount. A material edit invalidates that decision and returns the invoice for review. After approval, the accounting post must balance in an Open period before the invoice becomes Issued. Email delivery has its own state: a failed message can be retried without creating another receivable. Issued lines remain retained; corrections follow a linked reversal or replacement rather than changing what the customer already received. The original amount, tax settings and approval remain available for later questions.

Open Customer InvoicesInvoices
StatusIssuedPartiallyPaid
Invoice NumberCustomerInvoice DateDue DateAmount Outstanding
INV-83248CUS-04106 Sep12 Sep33,262.91
INV-60533CUS-15003 Sep08 Sep11,308.86
INV-14191CUS-07013 Sep21 Sep32,831.60
INV-18050CUS-00110 Sep16 Sep27,250.75
INV-61994CUS-20009 Sep16 Sep9,227.35
INV-44811CUS-04912 Sep21 Sep6,158.16
Invoicing →

Apply cash without losing the history

Open Customer Invoices and Overdue Invoices show what remains outstanding. A confirmed receipt can be split across several invoices for the same customer using PaymentAllocations. Each application consumes only available receipt value and cannot exceed the invoice balance. Unapplied money remains visible separately. For configured foreign-currency work, retain invoice and settlement rates and the realized exchange difference. Pending processor messages never count as money received. Bookkeeper can trace the final paid amount back to the allocation, receipt and posted journal, including any later reversal.

Overdue InvoicesInvoices
amount outstanding > 0overdue
Invoice NumberCustomerDue DateAmount OutstandingDays Overdue
INV-44416CUS-20024 Sep19,503.068
INV-93188CUS-17610 Sep44,913.8130
INV-11207CUS-04611 Sep3,253.0728
INV-61332CUS-17714 Sep15,195.2927
INV-71614CUS-18120 Sep41,923.5017
INV-25499CUS-16706 Sep24,144.0614
Invoicing →

Rollout checks

Pilot a partially paid invoice, an overpayment left unapplied and one receipt covering two invoices. Retry the same processor event and confirm that the balance does not change twice. Reject an application from another customer. Repeat invoice delivery after a failure and confirm that accounting is unchanged.

Before rollout, agree who prepares work, who can approve it and which source owns the final outcome. Map authenticated people to Employees and test those permissions through record links, exports and API calls. A hidden button alone cannot protect a business record. Retain the source revision, decision actor and effective configuration so a later change can be understood without reconstructing old settings.

Run the module with a small reconciled population before importing the full history. Record opening totals and identifiers, resolve duplicates, and compare results to the current business records. Where a connector supplies an outcome, test a retry, a rejected request and a delayed response. Preserve the evidence that explains each result. Agree the remaining manual work with the owner before releasing the application to the team.

Reports

All reports

AR Aging

Find outstanding customer balances by due-date bucket at the selected cutoff.

Roles and permissions

Owner

Own business decisions and company settings within the single-entity workspace. Independent approval requires a different authenticated person from the preparer or claimant.

Permissions and records
  • View business reports and permitted employee compensation
  • Approve assigned Invoices, above-threshold Bills, PaymentsMade, manual JournalEntries, PayrollRuns and AccountingPeriods
  • Approve LeaveRequests and ExpenseClaims as independent substitute
  • Manage approved CompanySettings and role grants
  • Invoices
Bookkeeper

Prepare invoices, bills, payment allocations, journals and bank reconciliation. Payroll access is aggregate journal totals only.

Permissions and records
  • Manage draft Invoices, InvoiceItems, Bills, BillItems, PaymentsReceived, PaymentAllocations, PaymentsMade, JournalEntries, JournalEntryLines and BankStatementLines
  • Manage Contacts, Products, ChartOfAccounts and TaxRates under approved setup
  • Prepare AccountingPeriods
  • View approved ExpenseClaims for settlement
  • Invoices
  • InvoiceItems
  • PaymentsReceived
  • PaymentAllocations
Sales Rep

Work own assigned leads, opportunities and activities; read assigned customer invoices without finance or payroll access.

Permissions and records
  • Manage own Leads, Opportunities and Activities
  • Create Contacts assigned to self
  • View assigned Contacts and issued Invoices
  • View Products
  • Invoices

Related processes

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