Invoicing
Manage invoice issuance, reminders, expiration, cancellation, and payment confirmation with clear lifecycle controls.
#Purpose
Covers merchant invoicing operations from draft creation through payment, expiration, cancellation, and closeout.
#
- Invoice templates, tax display rules, and customer communication channels are approved.
- Payment terms and reminder schedule policy are defined by operations.
- Teams can monitor invoice status and related payment confirmations.
#
- Create invoice with customer details, line items, due date, and reference identifier.
- Issue invoice and deliver through approved communication channel.
- Schedule reminders before due date and at grace-period checkpoints.
- Track lifecycle transitions: draft, issued, viewed, partially paid, paid, expired, canceled.
- Cancel or expire unpaid invoices based on policy, then reconcile final state in finance records.
#Expected outcomes and confirmations
- Every invoice has an immutable identifier and full state history.
- Reminder and expiration actions occur on policy-defined schedule.
- Paid invoices map to settlement and accounting entries without ambiguity.
#Common failure states
- Invoice sent with incorrect amount or customer identifier.
- Reminder automation is skipped, leading to missed collections.
- Invoice appears paid in one system but open in another due to delayed confirmation ingestion.
#
- Void or cancel incorrect invoice and issue corrected replacement with cross-reference.
- Backfill missed reminders and log manual outreach in customer record.
- Escalate cross-system mismatches with invoice ID, payment ID, and settlement references.
#Risk and compliance notes
- Do not edit paid invoice core fields without approved adjustment process.
- Preserve invoice artifacts required for tax and audit retention windows.
- Restrict cancellation rights to approved financial operators.