Invoicing & Subscriptions

1. The Trigger

Billing is never a surprise. It follows the terms agreed upon in the Sales Proposal.

• Trigger A (One-Time Project):
  • 50% Deposit: Invoiced immediately upon contract signature. Work does not start until paid.
  • 50% Completion: Invoiced upon client sign-off in System 04.
• Trigger B (Retainer/Subscription):
  • Auto-Pay: Card/ACH charged automatically on the 1st of the month.
  • Proration: First month is prorated if starting mid-month.

2. Invoicing Workflow

1. Sales/Ops notifies Finance (via CRM automation) to generate invoice.
2. Finance creates invoice in Accounting Software.
   • Must include: PO Number (if applicable), Itemized deliverables, Due Date.
3. System emails invoice to Client Billing Contact.
4. System records "Awaiting Payment" status.

3. Collections Protocol (Dunning)

If payment fails or is late:

• Day 1 (Grace): Automated "Payment Failed" email. Retry card.
• Day 3 (Reminder): Automated "Just a friendly reminder."
• Day 7 (Warning): Personal email from Finance. "Please update payment to avoid service interruption."
• Day 10 (Pause): Work Stops. Service suspended. System 04 notified to pause project.
• Day 30 (Termination): Account sent to collections/write-off.

4. Subscription Management

• Upgrades: Prorated charge added immediately.
• Downgrades: Applied at the end of the current billing cycle. (No refunds for unused time).
• Cancellations: Must be received 30 days in advance (per MSA).

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Related Documents:

• Financial Reporting Cadence
• Sales System Overview