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- Invoicing & Billing System
- Who it's for
- Retainer businesses
Retainer businesses
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.
How Invoicing & Billing System is set up for you
Start with the operating model
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.
Keep decisions with the right people
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.
Bring the evidence with the work
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.
Configure repeat work carefully
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.
Give reports a clear basis
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.
Features to start with
Roles on the team
- Owner / Admin
- Owner / Admin works within the record, field and action scope below.
- Bookkeeper
- Bookkeeper works within the record, field and action scope below.
Set up Invoicing & Billing System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.