Using Finance, Receivables, and Billing

Start with Finance overview

1. Open Finance Overview to see the items demanding attention first.
2. Use overview alerts to spot overdue invoices, failed workspace billing, or receivables that need action.
3. Follow the deep link into the detailed desk instead of rebuilding filters manually.

Work customer receivables deliberately

1. Switch to Receivables when the question is what a customer owes your organization.
2. Filter by customer, invoice status, quote source, or work-order source.
3. Create manual invoices only when there is no cleaner quote or work-order starting point.
4. Record payments, voids, or write-offs from the invoice detail so finance history stays visible in one place.

Invoice states are draft, issued, partially paid, paid, overdue, void, and written off. Manual payment requests are idempotent: retry with the same request identity instead of entering a second payment. Finance rejects currency mismatches, excess payments, and payments against draft or terminal invoices. If a retry is ambiguous, reload and reconcile the invoice before trying a new request.

Void and write-off require a reason and confirmation of the currently recorded paid total. Stale confirmation, a changed paid total, or an invoice already paid/terminal fails closed so an admin cannot discard newer finance activity.

Use ready-to-invoice candidates before manual drafts

1. Switch to Ready to Invoice when accepted non-PPM quotes, including remedial and ad hoc quotes, or completed work orders need finance review and are linked to CRM accounts.
2. Filter by source or customer.
3. Open the source quote, work order, or customer account from the candidate row before creating the invoice.
4. Check credit-hold and PO-required warnings.
5. Use Create Invoice from quote and work-order candidates when the source is ready.
6. Do not expect PPM service contracts in this queue yet. They remain outside candidate generation until a recurring charge has its own canonical occurrence, amount, date, and identity.

Keep workspace billing separate

1. Workspace Billing is about your organization's Deucalion subscription and any enabled workspace-billing surfaces.
2. Receivables are about what customers owe you.
3. Do not use workspace billing as a workaround for customer debt tracking.

Check seats and invites before escalating billing issues

1. Review the workspace seat summary before inviting another user.
2. Treat accepted members and pending, non-expired invitations as seat demand.
3. If an invitation has expired, resend or create a fresh invite instead of assuming it still reserves usable access.
4. When the seat count looks wrong, compare active members, pending invites, and expired invites before raising a billing fault.

Stay inside the public org-admin boundary

1. Public finance guides cover receivables, invoice state, and workspace billing visibility.
2. Platform-owned credit controls and other internal finance operations are intentionally outside this guide.
3. If a workflow depends on a control you cannot see as an org admin, raise it with support instead of expecting it in the normal finance desk.

Troubleshooting

Related guides

1. Use Billing Candidates and Accounting Export Availability for candidate review, draft creation, and the current export boundary.
2. Use Quoting a PPM Contract and Creating Routines for the PPM quote and routine-planning flow.
3. Use Customers, Quotes, Work Orders, and Finance to trace how commercial activity becomes finance state.
4. Start from the linked customer, quote, work order, or billing candidate when you need to identify which desk owns the next correction.