Invoicing & AR Process

Category: Administrative | Last Updated: February 27, 2026 | Author: May (draft — pending Brian review)

Board: Active Jobs (5765387029) — Groups: Confirm invoicing, Final Invoice Sent/Waiting on Client (Liza's Holding Tank), Accounts Receivable/Client Received Deliverable, Need to Send to Collections, Collections, Uncollectable, Complete Jobs

Also tracked on: 2026 Jobs board (18394384708) after job completion

---

Triggers

Invoicing begins when:

• Item is in Pre Completion group with Status: Hold for Complete
• Final deliverable is attached to Final Deliverable column
• Drafting complete, PLS stamp done, deliverable ready to deliver

---

Step 1: Confirm Invoicing

Group: Confirm invoicing

• Move item to Confirm invoicing group
• Verify Who to invoice field — may differ from the original contact (agent, attorney, title company, etc.)
• Confirm final price via subitems — subitems are the source of truth for pricing
• Verify any deposit already paid:
  • Deposit Invoiced Date — when deposit invoice was sent
  • Deposit Payment Date — when deposit was received
  • Deposit Amount (formula column) — calculated from subitems
• Confirm no outstanding scope items remain
• QBO Estimate formula column — QuickBooks Online reference (if applicable)

[QUESTION: Is invoicing done in Monday.com, QuickBooks, or another system? What is the actual invoicing tool?]

---

Step 2: Send Final Invoice

Status: Final Invoice Sent | Group: Final Invoice Sent/Waiting on Client (Liza's Holding Tank)

• Send final invoice to Who to invoice via [invoicing system]
• Set Final Invoice Date Sent to today
• Move item to Final Invoice Sent/Waiting on Client (Liza's Holding Tank) group
• Status: Final Invoice Sent
• Deliver final deliverable to client (email PDF, portal, or physical delivery)

[QUESTION: Is the deliverable sent with the invoice, before it, or after payment?]

---

Step 3: Payment Received

Group: Accounts Receivable/Client Received Deliverable

When client confirms receipt of deliverable / invoice is in their hands:

• Move to Accounts Receivable/Client Received Deliverable group
• Status: AR (Accounts Receivable)
• AR Priority set: Low / Medium / High / Critical ⚠️

When payment is received:

• Set Final Payment Date to date payment received
• Update Payment column:
  • Fully Paid — full payment received
  • Deposit — deposit only received, balance outstanding
  • Partial Payment — some payment, balance outstanding
  • trusted pay at close — real estate transaction: payment at closing (not truly delinquent)
  • No charge/total redo — no charge (internal rework)
  • No charge/exchanged for goods — barter/trade arrangement
  • Refunded — refund issued
• Balance ($) formula column auto-calculates from Total Price - Total Payment

---

Step 4: Job Complete

Status: Complete | Group: Complete Jobs

When fully paid:

• Move to Complete Jobs group
• Status: Complete
• Job is archived to 2026 Jobs board (18394384708) — Complete Jobs group

---

Step 5: AR Aging & Follow-Up

AR Priority tiers:

Priority	Description	Action
Low	Recently invoiced, within normal payment window	Monitor
Medium	Past 30 days, first follow-up warranted	Send follow-up
High	Past 60 days, payment not received	Direct outreach
Critical ⚠️	Past 90+ days, escalation needed	Collections review

• Atlas monitoring watches for jobs in AR pipeline statuses past 30/60 days
• [QUESTION: Who is responsible for AR follow-up? Liza? Brian? Office manager?]
• [QUESTION: What is the standard follow-up sequence before escalating to collections?]

---

Step 6: Collections Escalation

Group: Need to Send to Collections → Group: Collections

When normal AR follow-up has failed:

• Move to Need to Send to Collections group for review
• Brian or PM reviews before sending to collections
• If confirmed: move to Collections group
• Status: Collections
• AR Priority: Critical ⚠️

Known exceptions (per decision log 2026-02-25):

• ONE CALL / CHRIS FRANKS: do not move to Uncollectable — generate report for Brian’s review
• Items with payment dates already set in AR: do not auto-move — flag for cleanup review

[QUESTION: Which collections agency does Weygand use? Is there a standard engagement process?]

---

Step 7: Uncollectable

Status: Uncollectable | Group: Uncollectable

• Terminal status — only set after collections exhausted
• Status: Uncollectable
• Document reason in Monday.com updates
• Write-off handled per accounting procedure

---

Payment Status Reference

Payment Status	Meaning
Unpaid	Invoice sent, no payment received
Deposit	Deposit only received
Partial Payment	Some payment received, balance due
trusted pay at close	Real estate: payment at closing (not delinquent)
Fully Paid	Paid in full
No charge/total redo	Internal rework — no client charge
No charge/exchanged for goods	Barter arrangement
Refunded	Refund issued to client

---

AR Monitoring (Atlas)

The Atlas agent monitors Active Jobs and archived boards for:

• Jobs with Final Invoice Sent status where invoice date > 30 days ago
• Jobs in Collections or AR status across all boards (2024, 2025, 2026)
• Jobs marked Complete but with no Final Payment Date

Atlas is read-only — it reports, it does not change data.

---

Previous step: Drafting & Deliverables See also: Operations Workflow Map