Billable work to invoice
Turn recorded time and reimbursable expenses into an invoice your customer can trace back to the work.
4 stages · 0 approvals
Roles and responsibilities
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Step 1Client and item setup
Estimate NumberClientIssue DateExpiry Date
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Step 2Invoice preparation
Invoice NumberClientIssue DateDue Date
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Step 3Invoice issue
Invoice NumberClientIssue DateDue Date
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Step 4Reporting and correction
Invoice NumberClientAmount DueStatusViewed
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Client and item setup
Check customer identity, billing terms and reusable item descriptions; preserve source identifiers when importing existing customers.
Invoice preparation
Create a draft directly, from an accepted estimate or from a uniquely identified recurring occurrence. Reserve billable work atomically so it cannot be charged twice.
Invoice issue
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.
Reporting and correction
Reconcile billed, collected and outstanding amounts. Preserve correction history. Contractor tax workpapers require reviewed outgoing-payment evidence and a current filing-rule decision; customer receipts never supply that amount.
Approvals and controls
0 approvals required in this process
- Reserve each eligible time or expense item onceIncluding when two people prepare invoices at the same time.
- Keep the issued invoiceIts source work intact when a correction is needed.
- Use outgoing contractor-payment evidence for contractor tax workpapers; customer receipts are a different cash flow.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Client and item setup | ClientsItems | Check customer identity, billing terms and reusable item descriptions; preserve source identifiers when importing existing customers |
| 2 Invoice preparation | InvoicesInvoiceLinesExpensesTimeEntries | Create a draft directly, from an accepted estimate or from a uniquely identified recurring occurrence |
| 3 Invoice issue | InvoicesInvoiceLinesPaymentLinks | Validate scoped authority and freeze the issued lines, tax calculation and PDF before sending |
| 4 Reporting and correction | InvoicesPaymentsTaxForms1099Sent | Reconcile billed, collected and outstanding amounts |
Process reports
All reportsIncome 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."
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.
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.
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.
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.
Run by an agent
Agent support
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.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› billable work to invoice · client and item setup on Clients, Items
✓ Check customer identity, billing terms and reusable item descriptions; preserve source identifiers when importing existing customers.
› billable work to invoice · invoice preparation on Invoices, InvoiceLines, Expenses, TimeEntries
✓ Create a draft directly, from an accepted estimate or from a uniquely identified recurring occurrence.
› billable work to invoice · invoice issue on Invoices, InvoiceLines, PaymentLinks
✓ Validate scoped authority and freeze the issued lines, tax calculation and PDF before sending.
› billable work to invoice · reporting and correction on Invoices, Payments, TaxForms1099Sent
✓ Reconcile billed, collected and outstanding amounts.
Other processes
3 moreEstimate to invoice
Carry the customer’s accepted scope, prices and tax treatment into a supported invoice.
4 stages · 1 approval
Recurring billing to collection
Run repeat billing on the agreed schedule and follow each invoice through confirmed collection.
4 stages · 0 approvals
Receipt to reconciliation
See what was billed, what has actually been collected and which balances still need follow-up.
4 stages · 0 approvals