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Begin with the agreement
Record the customer, service, agreed amount, tax treatment, billing cadence and start/end dates. Do not assume an invoice template is the same as a finalized invoice or an automatically delivered email.
1. Prepare a repeatable invoice
Where a recurring template feature is available, use it to prepare consistent line items and terms. Check any amount or tax change when the agreement renews. Some app releases or platforms may require manual issuance.
2. Review each billing period
- Verify the invoice date, number, customer and period of service.
- Check prices, applicable GST/HST and discounts against the agreement.
- Ensure the same service period has not already been invoiced.
- Confirm whether issuance, sending and posting are separate steps in your version.
3. Match the eventual payment
Illustrative example: A customer pays two $100 invoices in one $200 bank deposit. Link or reconcile the deposit to both outstanding invoices using the actual available workflow; do not record a new $200 sale if revenue was already recognized.
4. Watch for exceptions
Pause or revise future invoices when a customer cancels, changes services, receives a credit or becomes overdue. Do not blindly increase overdue balances or duplicate already-issued invoices.
See receivables aging and month-end close.
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