Estimate to invoice
Carry the customer’s accepted scope, prices and tax treatment into a supported invoice.
4 stages · 1 approval
Roles and responsibilities
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Step 1Client and item setup
Estimate NumberClientIssue DateExpiry Date
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Step 2Estimate acceptance
Estimate NumberClientIssue DateExpiry Date
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Step 3Invoice preparation
Invoice NumberClientIssue DateDue Date
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Step 4Invoice issue
Invoice NumberClientIssue DateDue Date
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.
Approval required
Estimate acceptance
Approve or decline the exact unexpired estimate through its signed recipient link. Owner / Admin or Bookkeeper recording an offline decision retains customer evidence against the exact sent offer; Assistant cannot record that decision. Accepted terms remain sealed, and later changes need a new linked estimate.
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.
Approvals and controls
1 approval required in this process
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Estimate acceptance
Client signs · invoice preparation waits
Estimates, EstimateLines - Accept only the currentUnexpired offer from the intended customer; retain evidence for an authorized offline decision.
- Carry accepted line subtotalsTax into the invoice without counting tax twice.
- Link revised terms to a new estimate instead of editing an accepted offer or an issued invoice.
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 Estimate acceptance | EstimatesEstimateLines | Approve or decline the exact unexpired estimate through its signed recipient link |
| 3 Invoice preparation | InvoicesInvoiceLinesExpensesTimeEntries | Create a draft directly, from an accepted estimate or from a uniquely identified recurring occurrence |
| 4 Invoice issue | InvoicesInvoiceLinesPaymentLinks | Validate scoped authority and freeze the issued lines, tax calculation and PDF before sending |
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.
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.
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
› estimate 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.
› estimate to invoice · estimate acceptance on Estimates, EstimateLines
⏸ approval · waiting for the client
# 2 more stages after approval: invoice preparation, invoice issue
Other processes
3 moreRecurring 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
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