External billing: import and collection review

Invoices remain in your existing billing system. CRM stores an imported snapshot of invoice references and cumulative received amounts. This module does not generate tax invoices, post accounting entries or automatically sync payments.

  1. Open Billing overview. Check your customer company exists and copy its exact company ID.
  2. Download the billing Excel or CSV template. Required fields: billingSystem, externalInvoiceId, invoiceNumber, companyId, invoiceDate, dueDate, currency, totalAmount, paidAmount, status.
  3. Use a stable external invoice ID from your billing system, INR currency, YYYY-MM-DD dates and Issued or Cancelled status. Amounts must be non-negative, with no more than two decimals. Paid amount is cumulative and cannot exceed total.
  4. Upload up to 100 rows and 2 MB. Review each row before confirming. Preview saves an import job but makes no business-record changes.
  5. Confirm valid rows. Invalid rows are skipped. Download the result file and correct errors. Each successful row is audited. Repeated confirmation returns saved results.
  6. For payment updates, export current records with expectedVersion. Change cumulative paidAmount and import again. Stale versions are rejected; export fresh data and review.
  7. Check invoice, received, outstanding and overdue cards. Cancelled invoices do not contribute to totals. Filters and exports use your authorised scope. The register displays at most 2,000 latest records.

Verification checklist

Test a new invoice, part payment, full payment, cancelled invoice, repeated row, stale update, missing customer, invalid date, negative amount and overpayment. Confirm existing CRM leads and quotations remain unchanged.

Later integration

A connector requires the billing software name, available API/export format, customer mapping and authorised access. Scheduled sync, PDF attachments, refunds, credit notes, multiple currencies and automated reconciliation are not included in this first release.