The system
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.
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.
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.
Processes and approvals
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 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.
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.