Unpaid invoice to collection
Use the real invoice balance and observed provider outcome to guide collection and correction.
4 stages · 2 approvals
Roles and responsibilities
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Step 1Review and issue billing
Run NumberSubscriptionPeriod StartPeriod End
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Step 2Reconcile collection
Attempt NumberInvoiceAmountCurrency
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Step 3Follow up on unpaid invoices
Case NumberCustomerInvoiceNext Action At
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Step 4Approve billing corrections
Adjustment NumberSubscriptionOriginal Invoice LineNet Delta
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Approval required
Review and issue billing
Billing Manager: Review the prepared interval and issue its invoice once. Preserve the document and calculation the customer received.
Reconcile collection
Billing Operator: Collect under the accepted mandate and apply verified settled results. Reconcile an unknown instruction before another collection attempt.
Follow up on unpaid invoices
Billing Operator: Recheck the current balance before each reminder or permitted retry; pause and escalate customer disputes with their history.
Approval required
Approve billing corrections
Billing Manager: Review the corrected source, prior issued amounts and reserved applications, then issue the supported positive charge or negative credit once. Credits remain bounded by their actual source lines; cash refunds retain separate provider outcomes.
Approvals and controls
2 approvals required in this process
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Review and issue billing
Billing Manager signs · reconcile collection waits
BillingRuns, Invoices, InvoiceLines -
Approve billing corrections
Billing Manager signs · closes the process
BillingAdjustments, BillingAdjustmentApplications, CreditNotes, CreditLines, Invoices, InvoiceLines - Preserve accepted terms and the original issued document.
- Keep missing usageTax and provider outcomes visible for resolution.
- Financial review is independent of preparation.
Resolve uncertain payment outcomes first
A valid mandate authorises a collection attempt under agreed terms. It does not show that money settled. Prepared, pending, authorised, settled and unknown results remain distinct, and only verified settled amounts affect receipts. Confirmed refunds and chargebacks retain their original payment relationship.
When a provider request times out, keep the existing instruction identity and reserved amount. Reconcile it before another request can charge the same balance. A duplicate callback must not apply the receipt again. An unresolved dispute can hold collection without deleting the invoice or pretending it is paid.
Immediately before a reminder, retry or notice, recheck the invoice’s current collectible balance and permitted contact. A paid or void document skips stale work. Email delivery is not customer viewing, and a dunning stage does not automatically cancel the subscription. Any service change follows its accepted lifecycle and authorised policy.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Review and issue billing | BillingRunsInvoicesInvoiceLines | Issue the approved invoice once |
| 2 Reconcile collection | PaymentAttemptsIntegrationEventsInvoices | Apply the verified collection outcome |
| 3 Follow up on unpaid invoices | DunningCasesDunningAttemptsInvoices | Perform the appropriate current follow-up |
| 4 Approve billing corrections | BillingAdjustmentsBillingAdjustmentApplicationsCreditNotesCreditLinesInvoicesInvoiceLines | Issue the supported positive charge or negative credit |
Process reports
All reportsCollection Outcomes
Separate pending, authorised, settled, refunded, disputed and unknown provider results.
Invoice and Credit Register
Reconcile issued invoice net and tax amounts with approved issued line-linked credits.
Receivables Aging
Age collectible invoice balances from their agreed due dates at the selected reporting date.
Dunning Activity
Identify upcoming follow-up, skipped paid documents and observed delivery outcomes.
Run by an agent
Agent support
Proto cannot invent customer acceptance, approve its own preparation, bypass account permissions or mark a provider request settled. Actual financial and commercial decisions remain with the configured authorised people.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› unpaid invoice to collection · review and issue billing on BillingRuns, Invoices, InvoiceLines
⏸ approval · waiting for the billing manager
# 3 more stages after approval: reconcile collection, follow up on unpaid invoices, approve billing corrections
Other processes
3 moreAccepted plan to recurring invoice
Carry the accepted commercial version into a reviewed invoice for the agreed subscription interval.
4 stages · 2 approvals
Usage event to billed quantity
Keep event identity, aggregation and pricing connected through the issued document.
3 stages · 1 approval
Plan change to corrected charge
Explain changed subscription terms through proration and reviewed financial corrections.
4 stages · 2 approvals