Using Billing Candidates and Accounting Export

Open the ready-to-invoice queue

1. Open Finance.
2. Switch to Ready to Invoice.
3. Filter by source or customer when the queue is large.
4. Review quote candidates and work-order candidates separately.

Candidates appear when:

1. A quote is accepted, linked to a CRM account, and not already covered by an active invoice.
2. A work order is completed, linked to a CRM account, and not already covered by an active invoice.

Routine contract candidates are visible as a future source category, but recurring contract charge candidates are not enabled yet.

Review each candidate before invoicing

1. Open the source quote or work order from the candidate row.
2. Check the customer account and billing contact.
3. Check credit hold and PO-required badges.
4. Check subtotal, VAT, and total.
5. Check candidate age so older accepted or completed work is not missed.
6. Create the invoice only when the source is ready to bill.

A candidate can show Needs amount when the source total is zero or incomplete. Review the source before creating a draft.

Create an invoice draft from a candidate

1. Select Create Invoice on the candidate.
2. Confirm the source is quote or work_order.
3. Set the due date if needed.
4. Review subtotal and VAT rate.
5. Confirm billing email, billing address, payment terms, PO number, external reference, and notes.
6. Acknowledge credit-hold or missing-PO warnings when they apply.
7. Create the invoice.

The dialog preserves deliberate zero values. Blank values are omitted or cleared according to the linked candidate and account defaults.

Avoid duplicate invoices

Finance uses a source identity key for candidate and invoice matching:

Active invoices for the same source hide that source from the candidate queue. Void and written-off invoices are terminal for candidate matching.

Understand accounting export

Accounting export serializes a loaded CRM invoice into a provider-neutral payload.

The export includes:

1. Invoice identity, organization, account, invoice number, status, source, and idempotency key.
2. Issue and due dates.
3. Currency, subtotal, VAT rate, VAT amount, total, PO number, and external reference.
4. Customer billing email and billing address.
5. Optional contact identity, email, and phone.
6. Line items from quote line items where available, or a fallback invoice line.
7. Sync state for provider, external ID, synced time, and last error code.

The exported payload contains customer billing details and must not be logged in full.

Troubleshooting

Reference surfaces

1. Use Finance for route-level candidate and invoice behavior.
2. Use Quotes and Work Orders to correct source records.
3. Use the Database Table Atlas to trace source keys and invoice tables.