Agencies and service providers invoicing repeat commitments.
Agencies and service providers invoicing repeat commitments. Invoicing & Billing System gives the team a shared operating record for the work it owns. Separate the retainer schedule from delivery acceptance and payment mandates. Review schedule changes at the agreed renewal date. Pausing future billing must preserve the earlier invoices and any balance still collectible.
Agree the business entities, identifiers, source documents and responsible people before importing history. Keep the relationship between an old source reference and its new record so the team can investigate later questions without creating duplicate activity.
Assign preparation and review responsibilities explicitly. Protect restricted amounts, bank information and personal details through the underlying permissions. A shared spreadsheet or an emailed document does not expand the recipient’s access to the application.
Retain the original document, relevant date and reason for an exception. A later correction should explain what changed and preserve the earlier result. Where another system owns a posting or payment, keep its verified acknowledgment separate from the request sent to it.
Use the established records and process stages for routine work. Test a representative exception and a repeated command before enabling a schedule or connector. Preserve source identities during imports and keep unresolved external outcomes visible for reconciliation.
Select the authorized entity, time period and relevant business population. Reconcile the report to its supporting records before sharing it. Historical records should remain explainable after a person leaves, a default changes or a connection is replaced.
Keep decisions with the right people · Bring the evidence with the work · Configure repeat work carefully · Give reports a clear basis
Start with the operating model
Same records, same gates. The configuration changes how the process runs for this team.
| Schedule Number | Client | Name | Frequency | Start Date |
|---|---|---|---|---|
| RS-99029 | CUS-085 | Schedule 928 | Weekly | 16 Sep |
| RS-43022 | CUS-119 | Schedule 768 | BiWeekly | 14 Sep |
| RS-44035 | CUS-010 | Schedule 575 | Monthly | 21 Sep |
| RS-64799 | CUS-237 | Schedule 645 | Quarterly | 13 Sep |
| RS-80884 | CUS-066 | Schedule 756 | Annual | 25 Sep |
| RS-29283 | CUS-197 | Schedule 676 | Weekly | 12 Sep |
Owner / Admin works within the record, field and action scope below.
Bookkeeper works within the record, field and action scope below.
Assistant works within the record, field and action scope below.
Agree the work and payment terms before creating an invoice.
Prepare invoices with clear lines, due dates and a preserved document history.
Connect customer receipts to invoices and check their actual payment outcome.
Bring approved expenses and recorded time into the right customer invoice.
Follow up on outstanding invoices with the right customer context.
Manage retainers and repeat invoices from an explicit billing schedule.
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.
Compare reviewed outgoing-payment workpapers imported from accounting with recipient identity, applicable form type and external filing evidence. Incoming customer Payments are excluded.
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.
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.
Related questionYes. 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.
Related questionConfigure 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.
Related questionThe 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.
Related questionKeep 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.
Related questionYes. 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.
Related questionAssign 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.
Related questionThe 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.
Related questionPreserve 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.
Related questionIt 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.
Related questionConsultancies and independent specialists billing agreed work and reimbursable expenses.
Agencies and service providers invoicing repeat commitments.
Small service teams capturing billable time and expenses away from the office.
