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Invoices that are right before anyone approves them

Every draft says exactly what's missing before it can go for approval: a PO number, a price, the backup this customer insists on. Then it goes to the right approver, is numbered on its date and leaves with its documents attached.

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Invoices / Draft · Kestrel Fabrication
Draft invoice1 thing missing
Bracket, 6061-T6$3,680.002,000 ea × $1.84PO 7731 L2REL-14
Setup charge$150.00Per releaseQ-0027

Before it can go for approval

Cost centerMissingKestrel requires it on every invoice
BackupAttachedPO 7731, packing list PL-3301
Routes to Sam Patel when ready

How it runs

From a draft to a numbered, sent invoice

  1. 01

    Drafts come from the work

    Invoices are drafted from billable order lines, from schedules on their dates, or by hand. One invoice per customer and currency, grouped the way the customer wants: per order, per PO, per site, or monthly consolidated.

    Bill a whole order or just what's readyBill some deliveries now and the rest laterDirect invoices with lines typed on the spot

  2. 02

    It says what's missing

    A draft can't go for approval with a line that has no price, no quantity, a unit with no conversion, a missing income account or tax it couldn't work out. Each gap points to the line where it's fixed.

    Customer-required fields checked: PO, job number, cost centerRequired backup checked per customerChecks that it can post to QuickBooks before it's approved

  3. 03

    It goes to the right approver

    Your approval rules decide which invoices need a signature and why: over an amount, a large discount, a tax exception. Each invoice routes to the customer's approver, or your default one, who approves or sends it back with a reason.

  4. 04

    Numbered on its date, sent with its backup

    The number is claimed on the invoice date, so abandoned drafts never leave gaps in the sequence. The email is drafted to the right contacts, with the PDF and the supporting documents merged or attached as the customer prefers.

    One PDF with backup behind it, or separate filesYour logo, your payment instructions per currencyMark as sent when it went another way

What it handles

The details that get invoices paid the first time

Line provenance

Every line shows the order line, the delivery and the unit conversion it came from.

source documents

Partial billing

Bill each delivery once. A line can span several invoices, each priced at its billing moment.

per delivery

Discounts

Per-line discounts with a reason, and invoice discounts that re-measure as lines change.

line %invoice %

Approval rules

Rules your business sets about itself, routed to named approvers with send-back reasons.

thresholdsrouting

Sequential numbering

Numbers claimed when issued, never reused, renumberable before anyone outside has seen it.

no gaps

Backup packages

Supporting documents gathered from the lines and attached by customer rule.

merged PDFattachments

Credit notes

Corrections with their own numbers, approved, applied and posted, never a cancelled invoice.

credit notes

Comments and disputes

Discuss an invoice with your team, mark it disputed, resolve it, all on the invoice.

@mentionsdisputes

Full history

Every change, who made it and whether a person or an accepted suggestion did, field by field.

audit trail

Keep going

Before and after the invoice

Sales tax

Tax worked out per line, with the reason shown.

QuickBooks Online

Approved invoices posted with a preview first.

AR and collections

What happens after the invoice is sent.

30 minutes, your paperwork

Bring an invoice that came back

We'll show you the check that would have caught it.

Book a demo Follow one order first