Invoice draft
Invoice fields exist, but owner review is still required before sending.
Free SOP template
Invoice Payment SOP Template
Use this operating procedure after a customer accepts a quote and the business needs one clear path for invoice details, payment instructions, receipt status, and delivery handoff.
Invoice handoff
- Start only from an accepted quote or owner-approved scope.
- Record the invoice owner, customer, amount, currency, due date, and accepted scope.
- Attach the quote or approval note before sending invoice instructions.
- Set the next review date before closing the handoff.
Required fields
- Invoice ID, customer, amount, currency, due date, and status.
- Payment method, instruction owner, sent date, and receipt status.
- Public receipt reference, reconciliation note, and delivery owner when paid.
- Close reason if cancelled, unpaid, refunded, or replaced.
Statuses
Keep payment work separate from delivery work.
Invoice sent
The owner approved and sent invoice instructions through the chosen channel.
Awaiting payment
The invoice is open and has a due date or follow-up date.
Payment received
The owner verified payment and recorded the receipt reference.
Delivery handoff
Payment status is tied to a delivery owner, checklist, and handoff date.
Closed
The invoice was paid, cancelled, refunded, replaced, or marked not collectible.
Payment instruction rules
- Send instructions only after owner approval and accepted scope.
- Copy payment details from the current approved source, not from old emails.
- For BTC, use only an owner-provided public receive address.
- Never request or store wallet seeds, private keys, exchange logins, or withdrawal-capable access.
Receipt review
Record who verified payment, what public receipt or transaction reference was used, when delivery can start, and what handoff checklist owns the next step.
Open the fulfillment handoff SOP
Boundary
This SOP tracks invoices; it does not handle funds.
- No custody or wallet creation
- No exchange account access
- No contract or payment instruction without owner approval
- No storage of wallet seeds, private keys, passwords, or customer secrets