Invoice Payment SOP Template
Fortunes Fortuna

Purpose
Use this SOP 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
1. Start only from an accepted quote or owner-approved scope.
2. Record the invoice owner, customer, amount, currency, due date, and accepted scope.
3. Attach the quote or approval note before sending invoice instructions.
4. Set the next review date before closing the handoff.

Required Fields
- Invoice ID
- Customer
- Accepted scope
- Amount and currency
- Due date
- Invoice status
- Payment method
- Payment instruction owner
- Sent date
- Receipt status
- Public receipt reference
- Reconciliation note
- Delivery owner
- Close reason when cancelled, unpaid, refunded, or replaced

Suggested Statuses
- Invoice draft: invoice fields exist, but owner review is still required before sending.
- Invoice sent: owner approved and sent invoice instructions through the chosen channel.
- Awaiting payment: invoice is open and has a due date or follow-up date.
- Payment received: owner verified payment and recorded the receipt reference.
- Delivery handoff: payment status is tied to a delivery owner, checklist, and handoff date.
- Closed: 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, wallet passwords, API keys, or withdrawal-capable access.

Receipt Review
Record:
1. who verified payment,
2. what public receipt or transaction reference was used,
3. when delivery can start,
4. who owns delivery,
5. which checklist owns the next step.

BTC Boundary
BTC support means showing an owner-controlled public receive address on an approved invoice or instruction. It does not mean custody, wallet creation, exchange access, trading, investment advice, broker activity, yield, gambling, or regulated crypto service operation.

Security Boundary
- Do not store seed phrases, private keys, wallet passwords, exchange credentials, customer secrets, or withdrawal-capable credentials.
- Do not request screenshots or files that reveal wallet secrets or account access.
- Do not mark payment received until the owner verifies the real-world receipt.
- Do not start delivery until the accepted scope, payment status, and delivery owner are clear.

Related resources:
- https://fortunesfortuna.com/resources/invoice-payment-tracker.csv
- https://fortunesfortuna.com/resources/fulfillment-handoff-sop.html
- https://fortunesfortuna.com/resources/fulfillment-handoff-checklist.csv
- https://fortunesfortuna.com/services/invoice-payment-workflow.html