AP & AR
Invoicing
Finbryn drafts and sends customer invoices for US businesses against your contracts, sales orders or rate card, schedules recurring billing for subscription or retainer customers, and keeps a record tying every invoice back to the agreement behind it, reviewed by a senior principal.
Aged receivables
Illustrative client · August 2026
USD
| Customer | Current | 1-30 | 61+ | |
|---|---|---|---|---|
| Customer A | 18,400 | - | - | - |
| Customer B | 9,250 | 4,100 | - | - |
| Customer C | - | 6,780 | 2,200 | - |
| Customer D | 12,600 | - | - | - |
| Customer E | - | - | - | 1,450 |
| Total | 40,250 | 10,880 | 2,200 | 1,450 |
Illustrative. An example of the document, not a client's figures.
What goes into an invoice before it is sent
An invoice is only as good as the contract behind it. Before anything goes out, we check the customer, quantities, pricing and terms against your sales order, contract or rate card, so a typo or an outdated price does not reach a customer's inbox.
Recurring and subscription billing
For businesses billing on a subscription or retainer basis, we schedule recurring invoices inside QuickBooks Online or Xero so they go out on the same date every cycle without someone remembering to trigger them manually. Price changes, proration for mid-cycle upgrades and pauses for canceled accounts are handled as they come up.
Sales tax on invoices
US sales tax is charged at the state and sometimes city or county level, and which states apply depends on where your customer sits and whether you have nexus there. We apply the sales tax setup and rates you have configured in your invoicing software; deciding where you owe sales tax nexus is a separate analysis we can flag but not resolve on our own.
Multi-entity and multi-currency invoicing
Businesses billing through more than one US entity, or invoicing customers abroad in a foreign currency, need invoice numbering and currency handling kept consistent across the group. We set that structure up during onboarding rather than improvising it invoice by invoice.
After the invoice goes out
Every invoice we send feeds directly into collections follow-up and the monthly AR aging report, so nothing sent is ever sent and forgotten.
Questions
Frequently asked questions: Invoicing
Can invoicing connect to the CRM we already use?
In most cases, where the CRM connects to QuickBooks Online or Xero. We confirm the exact integration during onboarding based on your stack.
Who sets the payment terms on an invoice?
You do, through your contract or sales order. We invoice on the terms you have already agreed with the customer.
Can you handle invoices in a currency other than US dollars?
Yes, where your accounting software supports it. We set up the currency handling during onboarding so conversion and reporting stay consistent.
What does invoicing actually include, month to month?
Invoicing covers invoices drafted from your rate card, contract or sales order, along with invoices reviewed for correct customer, terms and pricing before sending. The work runs inside QuickBooks Online, Xero or Bill.com, the file stays under your own subscription, and a senior principal reviews the output before it reaches you each period.
What access do you need to start invoicing?
View or edit access to QuickBooks Online, Xero or Bill.com is enough to begin; nothing about your existing subscription or login changes on our side. Any additional access needed for a specific deliverable, such as a bank portal or receipt inbox, is agreed with you first, and the scope is set out in your engagement letter.
Can you invoice directly from our CRM or billing system?
In most cases yes, where the tool connects to QuickBooks Online or Xero. Tell us your stack during onboarding and we will confirm the exact setup.
Who decides pricing and discounts on an invoice?
You do. We invoice against the contract, rate card or sales order you give us and flag anything that looks inconsistent with it.
How do we get started with invoicing?
Getting started with invoicing begins with a short review of your current records and software access. Once that is done we confirm scope and timing in writing, and ongoing work begins on the schedule agreed with you.
What if our records for invoicing are not up to date?
If your records are behind, we scope a catch-up first so invoicing starts from a clean, reconciled base. That catch-up is priced and timed separately from the ongoing engagement, so you always know what each part costs.
Related services
- AP & ARCollectionsOverdue invoices are followed up on a set cadence, with reminders sent and calls logged, so slow-paying customers get consistent attention without you having to chase them yourself.
- AP & ARAged receivables reportAn aged receivables report is prepared each month, showing what customers owe and how overdue it is, so you can see collection risk before it becomes a cash problem.
Next step
Talk to the team that would run your books
A short call covers your setup, your software and what a first month would look like. You get a written scope and price after it.