Invoicing & Billing System · Available now

Send clear invoices. Keep recurring billing and payments in view.

Invoicing & Billing System runs the client billing cycle for an owner-managed service business. Client terms and reusable items feed estimates, invoice lines and recurring schedules.

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No per-user fees
Manual work is free
Configure it in Proto

OverviewOutstanding Invoices

Invoicing & Billing System · Invoices

Outstanding Invoices

Invoices in one list

New invoice

Invoices in view

Total

2,100

Sent

Viewed

Sent2

Stonepath ConsultingINV-70758

12 Oct

Stonepath ConsultingINV-33407

170

13 Oct

Add

Viewed2

Cedar Vale ArchitectureINV-52435

880

12 Oct

Blue Finch WellnessINV-73958

430

12 Oct

Add

Partial paid1

Juniper Field StudioINV-29508

130

22 Oct

Add

Overdue1

Blue Finch WellnessINV-30898

460

22 Oct

Add

Stonepath ConsultingInvoices · INV-70758

Sent

Issue date12 Oct

Due date21 Oct

Total30

Amount paid140

Amount due870

Approve estimateINV-70758 · Stonepath Consulting

Let your client review and accept the agreed scope, price and payment terms.

Waiting for Owner / Admin

ApproveReturn

Example screen with sample data

Tables, ready to use: 17
Saved views: 12
Roles with set permissions: 5
Reports and dashboards: 6

Features

Send clear invoices. Keep recurring billing and payments in view

Every feature works on the same records. Pick one to see the screen your team works in.

Clients and estimates

Agree the work and payment terms before creating an invoice.

Keep the business context together
Give each decision a clear owner
Handle exceptions with the original record

Clients
Items
Estimates
Estimate lines

Explore clients and estimates

OverviewEstimates Awaiting Approval

Invoicing & Billing System · Clients and estimates

Estimates Awaiting Approval

Estimates

New

Sent3

Cedar Vale ArchitectureEST-58050

950

22 Oct

Juniper Field StudioEST-19429

900

17 Oct

Willowbend FloralsEST-17884

420

15 Oct

Add

Viewed3

Harbor Lane InteriorsEST-41855

19 Oct

Cedar Vale ArchitectureEST-69949

760

21 Oct

Blue Finch WellnessEST-98813

120

22 Oct

Add

Example screen with sample data

Invoice preparation

Prepare invoices with clear lines, due dates and a preserved document history.

Keep the business context together
Give each decision a clear owner
Handle exceptions with the original record

Invoices
Invoice lines
Clients
Items
Sales tax rates

Explore invoice preparation

OverviewDraft Invoices

Invoicing & Billing System · Invoice preparation

Draft Invoices

Invoices

New

Invoice number	Client	Issue date	Due date	Total	Status
INV-82687	North Pier Events	21 Oct	29 Oct	780	Draft
INV-38571	Cedar Vale Architecture	20 Oct	24 Oct	170	Draft
INV-48909	Marlow Creek Bakery	13 Oct	19 Oct	40	Draft
INV-55787	Juniper Field Studio	18 Oct	24 Oct	60	Draft
INV-44420	North Pier Events	13 Oct	16 Oct	340	Draft

6 of 6 records

North Pier EventsInvoices · INV-82687

Draft

Issue date21 Oct

Due date29 Oct

Total780

Example screen with sample data

Recurring billing

Manage retainers and repeat invoices from an explicit billing schedule.

Keep the business context together
Give each decision a clear owner
Handle exceptions with the original record

Recurring schedules
Recurring schedule lines
Invoices
Invoice lines

Explore recurring billing

OverviewActive Recurring Schedules

Invoicing & Billing System · Recurring billing

Active Recurring Schedules

Recurring schedules

New

Schedule number	Client	Name	Frequency	Start date	End date
RS-99029	Cedar Vale Architecture	Harbor Lane monthly design support	Weekly	22 Oct	28 Oct
RS-43022	Stonepath Consulting	Juniper Field site maintenance	Bi weekly	20 Oct	23 Oct
RS-44035	Marlow Creek Bakery	Marlow Creek bookkeeping	Monthly	27 Oct	31 Oct
RS-64799	North Pier Events	North Pier event coordination	Quarterly	19 Oct	24 Oct
RS-80884	North Pier Events	Cedar Vale drafting support	Annual	31 Oct	02 Nov

6 of 6 records

Harbor Lane monthly design supportRecurring schedules · RS-99029

Weekly

ClientCedar Vale Architecture

Start date22 Oct

End date28 Oct

Next run date04 Nov

StatusActive

Example screen with sample data

Payments and reconciliation

Connect customer receipts to invoices and check their actual payment outcome.

Keep the business context together
Give each decision a clear owner
Handle exceptions with the original record

Payments
Payment links
Invoices
Business profile

Explore payments and reconciliation

OverviewMy Draft Invoices

Invoicing & Billing System · Payments and reconciliation

My Draft Invoices

Invoices

New

Invoice number	Client	Issue date	Due date	Total	Status
INV-38996	Stonepath Consulting	09 Oct	14 Oct	190	Draft
INV-30820	Cedar Vale Architecture	18 Oct	27 Oct	440	Draft
INV-10018	Marlow Creek Bakery	19 Oct	26 Oct	460	Draft
INV-92241	Harbor Lane Interiors	11 Oct	13 Oct	910	Draft
INV-81811	Blue Finch Wellness	09 Oct	12 Oct	350	Draft

6 of 6 records

Stonepath ConsultingInvoices · INV-38996

Draft

Issue date09 Oct

Due date14 Oct

Total190

Example screen with sample data

Billable work

Bring approved expenses and recorded time into the right customer invoice.

Keep the business context together
Give each decision a clear owner
Handle exceptions with the original record

Expenses
Time entries
Invoice lines
Invoices
Clients
Items

Explore billable work

OverviewBillable Expenses

Invoicing & Billing System · Billable work

Billable Expenses

Expenses

New

Expense number	Expense date	Vendor	Client	Amount	Status
EXP-15915	28 Oct	Pine Street Printworks	Marlow Creek Bakery	920	Recorded
EXP-42653	29 Oct	North Quay Hosting	Stonepath Consulting	770	Recorded
EXP-52796	26 Oct	Cedar Paper Supply	Marlow Creek Bakery	610	Recorded
EXP-78648	14 Oct	Bluewater Courier Co.	Harbor Lane Interiors	250	Recorded
EXP-62457	28 Oct	Willow Creek Photo Lab	Willowbend Florals	280	Recorded

6 of 6 records

Pine Street PrintworksExpenses · EXP-15915

Recorded

Expense date28 Oct

ClientMarlow Creek Bakery

Amount920

Example screen with sample data

Collections and reporting

Follow up on outstanding invoices with the right customer context.

Keep the business context together
Give each decision a clear owner
Handle exceptions with the original record

Reminders
Invoices
Payments
Tax forms 1099sent
Clients

Explore collections and reporting

OverviewPending Reminders

Invoicing & Billing System · Collections and reporting

Pending Reminders

Reminders

New

Invoice	Reminder type	Scheduled at	Channel	Status
INV-2026-0417, monthly support	Due soon	19 Oct	Email	Scheduled
INV-2026-0414, event signage	Overdue day 7	28 Oct	Email	Scheduled
INV-2026-0415, website updates	Overdue day 14	18 Oct	Email	Scheduled
INV-2026-0413, October retainer	Overdue day 30	31 Oct	Email	Scheduled
INV-2026-0413, October retainer	Manual	03 Nov	Email	Scheduled

6 of 6 records

INV-2026-0417, monthly supportReminders · RMN-79106

Due soon

Scheduled at19 Oct

ChannelEmail

StatusScheduled

Example screen with sample data

Process

Estimate to invoice, with the details connected

Estimate to invoice ships ready to use. One step needs a named approval before the work moves on: Approve estimate (Owner / Admin).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

Prepare estimate

Check customer identity, billing terms and reusable item descriptions; preserve source identifiers when importing existing customers.

Stonepath ConsultingINV-70758
Prepare estimate
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.

Stonepath ConsultingINV-70758 · Owner / Admin
Approve estimateBy Owner / Admin
ApprovalLet your client review and accept the agreed scope, price and payment terms.
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.

Stonepath ConsultingINV-70758
Send invoice
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.

Stonepath ConsultingINV-70758
Collect payment
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.

Stonepath ConsultingINV-70758
Follow up

Start with Estimate to invoice

Inside a record

Keep the source behind every business result

Open any invoice to see its payments, the roles that work on it, its process stages and its approvals on one page.

1
Record details
Issue date, Due date, Total and Amount paid.
2
Payments
Each line is linked to this invoice.
3
Who works on it
Owner / Admin, Bookkeeper and Assistant, each with their own permissions.
4
Process stages
Invoice issue and Collection follow-up, with the role that acts.
5
Approvals
Approve estimate, with who decides.

Outstanding InvoicesStonepath Consulting

Invoicing & Billing System · Invoices

Stonepath Consulting

Sent

Log activity

Record details

Issue date12 Oct

Due date21 Oct

Total30

Amount paid140

Payments

Stonepath Consulting

Payment number	Invoice	Client
PYM-87260	INV-2026-0414, event signage	Juniper Field Studio
PYM-96285	INV-2026-0415, website updates	Juniper Field Studio
PYM-69824	INV-2026-0412, lobby design	Harbor Lane Interiors

Payments: 6
Total amount: 2,670

Who works on it

Owner / AdminManage business configuration, provider connections and role…
BookkeeperManage Clients, Estimates and draft Invoices
AssistantManage own draft Estimates, Invoices, Expenses and time entries

Process stages

Invoice issueAssistant
Collection follow-upBookkeeper

Approvals

Approve estimateOwner / Admin
Approved

Example screen with sample data

Approvals

Give every decision the right owner

OverviewApprovals

Invoicing & Billing System · Overview

Approvals

Signed in as Owner / Admin

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine

0 selectedApproveReturn

TFS-53241Willowbend Florals
Requested by Owner / Admin
1099-MISC2dActions
TFS-44214Harbor Lane Interiors
Requested by Owner / Admin
1099-NEC3dActions
TFS-59157North Pier Events
Requested by Owner / Admin
1099-MISC2dActions
TFS-22864North Pier Events
Requested by Owner / Admin
1099-NEC6dActions

Who approves what

	Decision	Approver
	Approve estimateApprove or decline the exact unexpired estimate through its signed recipient link.	Owner / Admin
	Review corrections and recurring charge settings	Owner / Admin
	Review Reminders, Expenses and time entries	Bookkeeper
	Approve or decline the addressed estimate revision	Client

4 approval rules · set per role in Proto

Example screen with sample data

Who can approve what

Roles

A workspace for each role

Everyone opens Invoicing & Billing System to the work that is theirs. Pick a role to see what it starts with.

Owner / Admin

Owner / Admin works within the record, field and action scope below.

This is the first screen this role sees.

OverviewDraft Invoices

Draft Invoices

Invoices · Owner / Admin

Invoice number	Client	Issue date	Due date	Total	Status
INV-82687	North Pier Events	21 Oct	29 Oct	780	Draft
INV-38571	Cedar Vale Architecture	20 Oct	24 Oct	170	Draft
INV-48909	Marlow Creek Bakery	13 Oct	19 Oct	40	Draft
INV-55787	Juniper Field Studio	18 Oct	24 Oct	60	Draft
INV-44420	North Pier Events	13 Oct	16 Oct	340	Draft

6 of 6 records

Example screen with sample data

Bookkeeper

Bookkeeper works within the record, field and action scope below.

This is the first screen this role sees.

OverviewDraft Invoices

Draft Invoices

Invoices · Bookkeeper

Invoice number	Client	Issue date	Due date	Total	Status
INV-82687	North Pier Events	21 Oct	29 Oct	780	Draft
INV-38571	Cedar Vale Architecture	20 Oct	24 Oct	170	Draft
INV-48909	Marlow Creek Bakery	13 Oct	19 Oct	40	Draft
INV-55787	Juniper Field Studio	18 Oct	24 Oct	60	Draft
INV-44420	North Pier Events	13 Oct	16 Oct	340	Draft

6 of 6 records

Example screen with sample data

Assistant

Assistant works within the record, field and action scope below.

This is the first screen this role sees.

OverviewDraft Invoices

Draft Invoices

Invoices · Assistant

Invoice number	Client	Issue date	Due date	Total	Status
INV-82687	North Pier Events	21 Oct	29 Oct	780	Draft
INV-38571	Cedar Vale Architecture	20 Oct	24 Oct	170	Draft
INV-48909	Marlow Creek Bakery	13 Oct	19 Oct	40	Draft
INV-55787	Juniper Field Studio	18 Oct	24 Oct	60	Draft
INV-44420	North Pier Events	13 Oct	16 Oct	340	Draft

6 of 6 records

Example screen with sample data

Roles and permissions

Reports

Understand the result and its source

Read operational and financial results with their source context.

Overview

Invoicing & Billing System · Overview

Invoicing & Billing System dashboard

This quarter

Tax forms 1099sent in view

Total amount reportable

3,250

1099-MISC

1099-NEC

Invoices by status

How far records got this quarter

Stage	Reached	Step
Draft	33
Sent	12	36%
Viewed	5	42%
Partial paid	2	40%

Total by status

Sample totals per stage

2.0k0

2.0kDraft

-3000Sent

-1000Viewed

-4000Partial paid

-6000Paid

Example screen with sample data

All reports and dashboards

Who it's for

Built around the way your business works

See how Invoicing & Billing System fits your kind of team.

Professional services

Consultancies and independent specialists billing agreed work and reimbursable expenses.

Retainer businesses

Agencies and service providers invoicing repeat commitments.

Field service businesses

Small service teams capturing billable time and expenses away from the office.

Controls

Keep changes and decisions traceable

Each stage of estimate to invoice names the role that acts and the status it records, so a change is never anonymous.

OverviewEstimate to invoice

Invoicing & Billing System · Process

Estimate to invoice

Each stage, the role that acts and the status it records

Process stages

Approval steps

Roles involved

Tables touched

Business setup

Owner / Admin

RecordsPayments

Client and item setup

Bookkeeper

RecordsItems

Estimate acceptance

Client

RecordsEstimates, Clients

Estimate to invoice

Start
Business setupOwner / Admin
Payments
Step
Client and item setupBookkeeper
Items
Step
Estimate acceptanceClient
Estimates
Step
Invoice preparationBookkeeper
Estimates
Step
Invoice issueAssistant
Invoices

Example screen with sample data

See each stage in detail

AI agent

Configure your system with Proto

Use Proto to configure and maintain the same product described on this website.

It can

Owner / Admin’s assistant: Compare recurring billing settings and correction evidence, with customer acceptance and payment outcomes tied to their actual source.
Bookkeeper’s assistant: Find accepted estimates ready for conversion, reconcile evidenced payments and identify billable expenses or time awaiting an invoice.
Assistant’s assistant: Prepare own draft estimates and invoice lines from agreed items and tax rates; keep acceptance, payment edits and provider settings with their authorized owners.

Stays with a person

Proto cannot supply a missing business approval, invent external payment or posting outcomes, or weaken the server permissions.
Reviewed source records and configured integrations determine the available actions.
Retain the result of each actual operation and investigate unsupported requirements before enabling automatic execution.
Agent executions, workflow runs and model usage follow the platform’s metered machine-work pricing.

Set up an agent

agent · invoicing & billing system

Show the records that need my review.

Explain the source of this balance or asset change.

Prepare the next permitted action and identify its required approval.

Proto cannot supply a missing business approval, invent external payment or posting outcomes, or weaken the server permissions.

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

Invoicing & Billing System
Payment providers
Email delivery
Tax reporting and accounting

Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 17 tables

17tables

Clients and estimates4
Invoice preparation5
Recurring billing4
Payments and reconciliation4
Billable work6
Collections and reporting5

Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

Define the operating scope
Use Proto to select the business entities, core processes and responsible roles.
Prepare existing data
Resolve identities and preserve original document references, dates and opening positions.
Configure the workflow
Apply permissions, approval rules, calculated fields and any required integrations.
Verify the result
Exercise ordinary work, denied access, a correction, a conflicting edit and a repeated command.
Invite the team
Begin with the agreed business scope and reconcile the first operating cycle before extending it.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

No per-user or per-seat fees
Viewing, editing, approving and exporting records in the app is free
Pay only for machine work: API calls, imports, workflows and AI agents
Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
Usage	Per $1
Record reads (list, filter, get)	20,000
Search or aggregate queries	4,000
Record writes	4,000
Imported or synced records	200,000
Workflow runs	2,000
AI agent runs	2,000
Scheduled jobs or webhooks	20,000
File uploads (MB)	2,000
CSV or PDF exports	100

FAQ

Questions, answered

Scope, rollout and pricing for Invoicing & Billing System.

All questions

How do I get started?

Click Get started 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.

Set up Invoicing & Billing System your way.

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

Start now Download Proto

How to get started

Find your application

Send clear invoices. Keep recurring billing and payments in view.

Outstanding Invoices

Send clear invoices. Keep recurring billing and payments in view

Clients and estimates

Estimates Awaiting Approval

Invoice preparation

Draft Invoices

Recurring billing

Active Recurring Schedules

Payments and reconciliation

My Draft Invoices

Billable work

Billable Expenses

Collections and reporting

Pending Reminders

Estimate to invoice, with the details connected

Prepare estimate

Approve estimate

Send invoice

Collect payment

Follow up

Keep the source behind every business result

Stonepath Consulting

Stonepath Consulting

Who works on it

Process stages

Approvals

Give every decision the right owner

Approvals

Waiting for you

Who approves what

A workspace for each role

Owner / Admin

Draft Invoices

Bookkeeper

Draft Invoices

Assistant

Draft Invoices

Viewer

Outstanding Invoices

Client

Estimates Awaiting Approval

Understand the result and its source

Invoicing & Billing System dashboard

Invoices by status

Total by status

Built around the way your business works

Professional services

Retainer businesses

Field service businesses

Keep changes and decisions traceable

Estimate to invoice

Configure your system with Proto

It can

Stays with a person

Connects to the tools you use

Your data, in tables you can change

Roll out one team at a time

Define the operating scope

Prepare existing data

Configure the workflow

Verify the result

Invite the team

Machine work rate card Included per $1 of credit

Questions, answered

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Set up Invoicing & Billing System your way.

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