Invoicing & Billing System
Send clear invoices. Keep recurring billing and payments in view.
Invoicing and billing software for estimates, recurring invoices, online payments and billable work.
Live
View filterStatusSentViewedPartialPaidOverdue
Illustrative records derived from the system specification.
Built around the way your business works
Business owners, bookkeepers and service teams managing client invoices and payment follow-up.
- Defined tables
- 17
- Operational views
- 12
- Defined roles
- 5
- Reports
- 6
Defined in the planned system specification.
What’s inside.
Invoicing and billing software for estimates, recurring invoices, online payments and billable work.
Clients and estimates
Agree the work and payment terms before creating an invoice.
Invoice preparation
Prepare invoices with clear lines, due dates and a preserved document history.
Recurring billing
Manage retainers and repeat invoices from an explicit billing schedule.
Payments and reconciliation
Connect customer receipts to invoices and check their actual payment outcome.
Billable work
Bring approved expenses and recorded time into the right customer invoice.
Collections and reporting
Follow up on outstanding invoices with the right customer context.
Send clear invoices. Keep recurring billing and payments in view
View filterStatusSentViewedPartialPaidOverdue
View filterDraft
- INV-82687 CUS-112 2 d
- INV-38571 CUS-122 3 d
- INV-48909 CUS-061 10 d
- INV-55787 CUS-015 5 d
- INV-44420 CUS-145 10 d
INV-82687
- Client
- CUS-112
- IssueDate
- 07 Oct
- DueDate
- 15 Oct
- Total
- 780
- Status
- Draft
View filterYouDraft
- INV-38996 CUS-083 14 d
- INV-30820 CUS-171 5 d
- INV-10018 CUS-043 4 d
- INV-92241 CUS-221 12 d
- INV-81811 CUS-158 14 d
INV-38996
- Client
- CUS-083
- IssueDate
- 25 Sep
- DueDate
- 30 Sep
- Total
- 190
- Status
- Draft
View filterDraft
- TFS-53241 CUS-134 770 6 d
- TFS-44214 CUS-096 200 7 d
- TFS-59157 CUS-163 740 3 d
- TFS-22864 CUS-022 80 in 10 d
- TFS-65512 CUS-060 40 5 d
TFS-53241
- TaxYear
- 770
- Client
- CUS-134
- FormType
- 1099-MISC
- AmountReportable
- 480
- GeneratedAt
- 03 Oct
View filterStatusClearedRefundedDisputed
View filterStatusSentViewed
View filterStatusSentViewedPartialPaidPaidOverdue
View filterActive
| Schedule Number | Client | Name | Frequency | Start Date |
|---|---|---|---|---|
| RS-99029 | CUS-085 | Schedule 928 | Weekly | 08 Oct |
| RS-43022 | CUS-119 | Schedule 768 | BiWeekly | 06 Oct |
| RS-44035 | CUS-010 | Schedule 575 | Monthly | 13 Oct |
| RS-64799 | CUS-237 | Schedule 645 | Quarterly | 05 Oct |
| RS-80884 | CUS-066 | Schedule 756 | Annual | 17 Oct |
| RS-29283 | CUS-197 | Schedule 676 | Weekly | 04 Oct |
View filterBillableToClient = trueRecorded
| Expense Number | Expense Date | Vendor | Client | Amount |
|---|---|---|---|---|
| EXP-15915 | 14 Oct | VND-797 | CUS-137 | 920 |
| EXP-42653 | 15 Oct | VND-881 | CUS-003 | 770 |
| EXP-52796 | 12 Oct | VND-439 | CUS-072 | 610 |
| EXP-78648 | 30 Sep | VND-667 | CUS-016 | 250 |
| EXP-62457 | 14 Oct | VND-336 | CUS-141 | 280 |
| EXP-71527 | 20 Oct | VND-582 | CUS-122 | 320 |
View filterBillable = trueRecorded
| Entry Number | Work Date | Client | Hours | Amount |
|---|---|---|---|---|
| TE-61338 | 10 Oct | CUS-126 | 14 | 710 |
| TE-88032 | 29 Sep | CUS-185 | 16 | 640 |
| TE-52134 | 29 Sep | CUS-128 | 15 | 130 |
| TE-63413 | 29 Sep | CUS-069 | 6 | 940 |
| TE-70605 | 20 Oct | CUS-134 | 13 | 630 |
| TE-67125 | 18 Oct | CUS-075 | 4 | 230 |
View filterOverdue
| Invoice Number | Client | Due Date | Amount Due | Status |
|---|---|---|---|---|
| INV-79649 | CUS-221 | 16 Oct | 690 | Overdue |
| INV-29357 | CUS-038 | 02 Oct | 340 | Overdue |
| INV-44037 | CUS-112 | 16 Oct | 760 | Overdue |
| INV-69062 | CUS-161 | 02 Oct | 140 | Overdue |
| INV-87465 | CUS-037 | 03 Oct | 840 | Overdue |
| INV-99505 | CUS-095 | 09 Oct | 80 | Overdue |
View filterScheduled
| Invoice | Reminder Type | Scheduled At | Channel | Status |
|---|---|---|---|---|
| INV-77008 | DueSoon | 05 Oct | Scheduled | |
| INV-29859 | OverdueDay7 | 14 Oct | Scheduled | |
| INV-63256 | OverdueDay14 | 04 Oct | Scheduled | |
| INV-98524 | OverdueDay30 | 17 Oct | Scheduled | |
| INV-19978 | Manual | 20 Oct | Scheduled | |
| INV-98228 | DueSoon | 15 Oct | Scheduled |
Keep the source behind every business result
Recurring Revenue Pipelinelist
Active RecurringSchedules with projected next 90 days of invoices (Frequency × Rate × OccurrencesRemaining). The MRR-style forward look for a retainer-heavy business.
opens Active Recurring Schedules| Schedule Number | Client | Name | Frequency | Start Date |
|---|---|---|---|---|
| RS-99029 | CUS-085 | Schedule 928 | Weekly | 08 Oct |
| RS-43022 | CUS-119 | Schedule 768 | BiWeekly | 06 Oct |
| RS-44035 | CUS-010 | Schedule 575 | Monthly | 13 Oct |
| RS-64799 | CUS-237 | Schedule 645 | Quarterly | 05 Oct |
- Active
- Paused
- Ended
- Cancelled
- ScheduleNumber
- RS-99029
- Client
- CUS-085
- Name
- Schedule 928
- Frequency
- Weekly
- StartDate
- 08 Oct
- EndDate
- 14 Oct
- NextRunDate
- 21 Oct
ownerOwner / Admin
Go from the big picture to the records behind it. This example connects a report, its source view and one illustrative record.
Illustrative records. Connections and approval states follow the authored specification.
Estimate to invoice, with the details connected
Send clear invoices. Keep recurring billing and payments in view.
Illustrative previews from the system specification.
-
01
Prepare estimate
Check customer identity, billing terms and reusable item descriptions; preserve source identifiers when importing existing customers.
Estimate to invoice -
02
Approve estimate
Approve or decline the exact unexpired estimate through its signed recipient link. Staff recording an offline decision retain the customer evidence and cannot invent acceptance.
Let your client review and accept the agreed scope, price and payment terms.
Estimate to invoice -
03
Send invoice
Validate scoped authority and freeze the issued lines, tax calculation and PDF before sending. Delivery attempts and hosted checkout creation retain the same invoice identity.
Estimate to invoiceInvoice NumberClientIssue DateDue Date -
04
Collect payment
Verify provider identity, signature, customer, amount and currency before accepting a receipt. Only a confirmed successful payment state contributes to collection; retain refunds, disputes and unsettled outcomes separately.
Recurring billing to collection -
05
Follow up
Recheck the collectible balance immediately before a reminder. Skip paid or voided documents and retain delivery failures without duplicating payment or invoice effects.
Receipt to reconciliation
Give every decision the right owner
Decision checkpoints where approval stays with your team.
Approve estimate
Let your client review and accept the agreed scope, price and payment terms.
Estimate to invoiceKeep changes and decisions traceable
Human approval and system automation have different jobs.
Approve estimate
Let your client review and accept the agreed scope, price and payment terms.
A clear workspace for each responsibility
Invoice NumberClientIssue DateDue Date
Owner / Admin
Owner / Admin works within the record, field and action scope below.
Invoice NumberClientAmount DueStatus
Viewed
Bookkeeper
Bookkeeper works within the record, field and action scope below.
Assistant
Assistant works within the record, field and action scope below.
Invoice NumberClientDue DateAmount Due
Viewer
Viewer works within the record, field and action scope below.
Client
Client works within the record, field and action scope below.
Understand the result and its source
Start with the question. Follow it to the records behind the answer.
Drill-down
Income Summary
Total invoiced, total collected, total outstanding, by month and by Client. Trailing-12-months with month-over-month delta. The Owner's daily landing report — answers "how much did I make this month and who hasn't paid me."
View Invoice Collection BoardSource view · Illustrative records
Invoice NumberClientAmount DueStatus
Viewed
List report
Aging Summary
Outstanding invoice balance bucketed by Current, 1–30 days overdue, 31–60, 61–90, 90+. Per Client. Lightweight aging — not the full dunning-band workout of a mid-market AR app, just enough to see who to chase.
View Outstanding InvoicesSource view · Illustrative records
Invoice NumberClientIssue DateDue Date
List report
Payment Methods Breakdown
Per period: amount collected by Method (Card, ACH, Check, Cash, Other) with total ProcessorFee and total NetDeposit. Used to compare Stripe / Square economics and to reconcile the bank deposit.
View Recent PaymentsSource view · Illustrative records
Payment NumberInvoiceClientMethod
ACH
List report
Recurring Revenue Pipeline
Active RecurringSchedules with projected next 90 days of invoices (Frequency × Rate × OccurrencesRemaining). The MRR-style forward look for a retainer-heavy business.
View Active Recurring SchedulesSource view · Illustrative records
Schedule NumberClientNameFrequency
Bi Weekly
List report
Sales Tax Collected
Review tax amounts attributed to collected invoice lines under the configured reporting basis. This report supports a separate reviewed filing process; it does not determine nexus or file returns.
View Invoice Collection BoardSource view · Illustrative records
Invoice NumberClientAmount DueStatus
Viewed
List report
Year-End 1099 Reconciliation
Compare reviewed outgoing-payment workpapers imported from accounting with recipient identity, applicable form type and external filing evidence. Incoming customer Payments are excluded.
View Year-End Reporting ReviewSource view · Illustrative records
Form NumberTax YearClientForm Type
1099-NEC
Configure your system with Proto
Let your AI agent help with everyday work. Set its permissions during setup and keep approvals with your team.
- Payment providers
- Payment providersin
- Email delivery
- Email deliveryin and out
- Tax reporting and accounting
- Tax reporting and accountingout
- Agents
- Your agentWorks within the permissions you assign
Your agent works within the permissions you assign.
List the work that needs attention. Keep the approval with the assigned reviewer.
Download Proto Agent setup guide$ curl -fsSL https://www.erp.ai/skill.md
› open Invoicing & Billing System and list records waiting on approve estimate
Estimate to invoice · records listed with owner and age
› approve the first one at approve estimate, as its approver
Approval requiredWaiting for the assigned reviewer
Your questions, answered.
How the system works, what you can configure and how to get started.
How do I get started?
Click Start now to create your ERP.AI account, then use Proto to configure your clients, invoice numbering, tax treatment, recurring schedules and payment connection. Review an estimate, an invoice and a receipt with your bookkeeper before routine billing.
Can an accepted estimate become an invoice?
Yes. Convert the accepted estimate into one invoice with the agreed client, lines, net amount, tax and total preserved. If the customer changes the scope, prepare a revised offer for acceptance before using those changed terms.
Can we automate monthly retainer invoices?
Configure a recurring schedule with the frequency, dates and lines agreed with your customer. Choose whether each occurrence creates a draft for review or sends an invoice. Pausing future billing preserves invoices already issued and any unpaid balances.
How do online payment links work?
The invoice links to your configured hosted payment checkout. Verified provider outcomes update the payment history; opening checkout or authorizing a charge does not by itself mark an invoice paid.
What if the customer makes a partial payment?
Keep the receipt against its invoice and follow up on the remaining collectible balance. Gross payment, processor fee and net deposit remain distinct so a processing fee is not mistaken for customer nonpayment.
Can we include time and expenses on an invoice?
Yes. Review the client, hours, rate and supporting receipts, then add the selected billable entries to a draft. Source links explain each charge and prevent the same entry from being billed on competing invoices.
Can staff prepare invoices without seeing bank settings?
Assign the Assistant role for permitted drafts and billable entries. Bookkeeper and Owner / Admin responsibilities cover the wider billing work; payment configuration and restricted bank details remain separately controlled.
Will a paid customer still receive an overdue reminder?
The reminder checks the invoice again immediately before delivery. A fully paid or voided invoice is skipped, and partial-payment follow-up uses the remaining balance. A payment made after a message was already sent cannot recall that message.
How do we handle refunds or incorrect issued invoices?
Preserve the issued document and original payment history. Use the authorized correction or provider-confirmed refund process, with the reason and transaction references retained. Do not erase a paid invoice to hide its earlier amount.
Does this replace our accounting system?
It owns estimates, invoices, incoming receipts and billing history. Your general ledger and outgoing vendor payments remain in accounting. Sales-tax and contractor workpapers require their appropriate reviewed sources; incoming client receipts are not outgoing contractor payments.
Implementation
Configure the system around your business records and responsibilities.
Read the implementation plan- 01
Define the operating scope
Use Proto to select the business entities, core processes and responsible roles.
Team and ERP.ai - 02
Prepare existing data
Resolve identities and preserve original document references, dates and opening positions.
Team and ERP.ai - 03
Configure the workflow
Apply permissions, approval rules, calculated fields and any required integrations.
Team and ERP.ai - 04
Verify the result
Exercise ordinary work, denied access, a correction, a conflicting edit and a repeated command.
Team and ERP.ai - 05
Invite the team
Begin with the agreed business scope and reconcile the first operating cycle before extending it.
Team and ERP.ai
Pricing
The base account and ordinary manual work in ERP.AI's official interface are $0. Viewing, searching, creating, editing, approving, deleting and exporting records in that interface do not consume read or write credits. There is no per-user fee.
Machine work: external API-key requests, imports, workflows, agents and scheduled jobs. Successful external API-key reads and writes use the operation rates below. Starting a managed execution from the interface still starts that metered service.
Pricing and account rules| Machine work | Included per $1 of credit |
|---|---|
| List/filter or get record calls | 20,000 |
| Search or aggregate calls | 4,000 |
| CSV or PDF exports | 100 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| File upload in MB | 2,000 |
| Workflow runs | 2,000 |
| Code-node compute beyond included in CPU-sec | 12,000 |
| Agent executions | 2,000 |
| Scheduled jobs or webhook activations | 20,000 |
Read and write rates apply to successful external API-key requests. Ordinary manual work in the ERP.AI interface is $0.
prepaid creditsSmallest pack $5, purchased credits never expire.
Explore the complete system.
Follow the operating model from the process to the people, records and decisions behind it.
Industries
Reference
Roles and permissions
Give each person the records and decisions their work requires.Reports and analytics
Read operational and financial results with their source context.Data model
See the records and references behind the product.AI and integrations
Connect the services that own the related business results.Implementation
Configure the system around your business records and responsibilities.Proto configuration guide
Use Proto to configure and maintain the same product described on this website.
