Billing and collections

Monthly billing records carry an invoice number, amount, due date and link to the milestone that prompted the charge. Billing Specialist can set a scheduled record, mark it Invoiced and later record whether payment was Received. Overdue and Disputed statuses keep collection work visible. The payment method distinguishes ACH, wire transfer, check, credit card and other receipts. Paid date and reference note give the team context when reconciling a collection.

The configured Monthly Billing Receipt workflow responds when the billing record is marked Received. It writes a Payment Record operation receipt for that collection. The receipt is evidence that the app handled the status change. The billing record itself remains the place to inspect the invoice number, amount, due date, method and paid date. The linked milestone carries the agreement relationship back to the client.

• Invoice context. A billing record points to a milestone, which points to the managed service agreement.
• Collection state. Billing staff track invoiced, overdue and disputed items through the status field.
• Receipt evidence. Moving a billing record to Received creates a payment operation receipt.

Agree on who enters invoice numbers and who is allowed to mark a record Received. Choose the source used to confirm that money arrived before changing the status, and record the method and paid date at the same time. If a customer disputes a charge, keep the record Disputed while staff resolve the amount and reference note. Do not mark a disputed invoice Received simply to clear a queue.

Define how a partial or revised payment is handled in the billing record before live use. The amount and received amount are separate values; finance should reconcile them against its collection source. If invoice delivery, payment processing or ledger posting happens in another system, set up that handoff and decide which identifier appears in the invoice number or reference note. The app’s collection record should still point back to the original milestone.

A milestone for an approved service deliverable has been invoiced. Billing Specialist creates a monthly billing record linked to that milestone, enters the invoice number and due date, and marks it Invoiced. When the due date passes without confirmation of payment, the record is marked Overdue. Finance Manager checks the client agreement through the milestone link and contacts the account owner before changing terms or writing off the item.

When payment arrives, Billing Specialist records the paid date and method, changes the status to Received and checks the Payment Record receipt. For a disputed bill, use Disputed instead, record the issue in the reference note and keep it in the collection queue until resolved. Rehearse both paths with a real invoice format so finance can tell an overdue amount from a received one.

• Payments Overdue Or Disputed — Due and disputed invoices requiring collection follow-up.
• Milestones Ready To Invoice — Approved billing events feeding the next invoice cycle.
• Active Agreements — Contract value and client owner behind the billing item.

Read milestone billing for the invoice trigger and collections for receipt handling.