Invoicing & Payment Operations Guideline
Department
Summary
How Kiluth issues invoices and confirms payments: four phases—Invoice Issuance, Payment Confirmation, Third-Party Purchases, ERPNext Recording. Finance is source of truth for payment; Sales records confirmation in Asana. Covers scoping fee, deposit, milestones, MA, hosting, domain renewal, and third-party purchases.
Table of Contents
Purpose
This guideline defines how Kiluth issues invoices and confirms payments in a way that is fast, factual, and linkable from Asana.
| Outcome |
|---|
| Everyone can answer “has the client paid?” with a clear Finance confirmation and a timestamped Asana record. |
Prerequisites
Before proceeding with this document, please review the following documents:
| # | Document | Purpose |
|---|---|---|
| 1 | Contracting & Change Order Workflow Guideline | Understand contract signing and deposit requirements |
| 2 | Onboarding Guideline | Understand how Kiluth uses Asana, Google Workspace, ERPNext, and other core tools |
Scope
This guideline covers:
| Included | |
|---|---|
| 1 | Issuing invoices (scoping fee, deposit, milestones, final, MA, hosting, domain renewal) |
| 2 | Confirming receipt of payment (Finance = source of truth) |
| 3 | How payment confirmation is recorded in Asana |
| 4 | Recording incomes and expenses in ERPNext (Finance keys income and expenses) |
This guideline does not define sales negotiations or contractual terms drafting. Those live in Account Management and Legal docs.
Definitions
| Term | Definition |
|---|---|
| Scoping fee | A paid fee required before PM starts detailed estimation and AE starts proposal review work |
| Deposit | Initial payment required before activation/kickoff (default: required for all deals) |
| Milestone invoice | An invoice triggered by a contract milestone (only if defined in contract) |
| Final invoice | An invoice triggered by final acceptance/closure (only if defined in contract) |
| MA invoice | An invoice for Maintenance Agreement (25% of project cost per year, prorated). See Maintenance & Hosting Guideline. |
| Hosting invoice | An invoice for hosting (servers, environments). See Maintenance & Hosting Guideline. |
| Domain renewal invoice | An invoice for domain renewal. See Maintenance & Hosting Guideline. |
| Finance confirmation | A Finance statement that payment is received (date/time) |
| Third-party cost | A cost paid to an external vendor for this project (e.g., domain, hosting, SaaS tools) |
| Reimbursable expense | A third-party cost that Kiluth pays first, then invoices the client (only if agreed in writing) |
| Sales Order | Confirmed order created when the client accepts a quotation. Sales Invoice is typically created from Sales Order; in some cases Sales Invoice may be created directly. View at portal.kiluth.com/app/sales-order. |
| ERPNext record | An ERPNext entry that reflects an income or expense that occurred (with supporting reference link) |
Operating Model
| Operating Model | |
|---|---|
| 1 | Asana is the system of record for work tracking, approvals, and handoffs. |
| 2 | Use checkpoints and decision points: don’t move forward until the previous step is “done”, and branches are explicit. |
| 3 | Handoff order: upstream defines handoff artifacts/exit criteria; downstream defines execution after handoff. |
Payment Types (Kiluth Defaults)
| Payment type | Default rule |
|---|---|
| Scoping fee | Invoice + payment confirmed before detailed estimation starts (when scoping fee is used) |
| Deposit | Invoice + payment confirmed before activation/kickoff (required for all deals) |
| Milestones / final | Only used when the signed contract explicitly defines them |
| MA / Hosting / Domain renewal | Recurring or one-time. Follow Maintenance & Hosting Guideline for activation and renewal flow. |
| Third-party costs | Case-by-case (AE decides). Only proceed when the cost owner + payment method + client agreement are written in Asana (linkable) |
If deposit is delayed: do not activate the project and do not run kickoff. (AE owns client follow-up + status updates.)
Other Purchases (Domains, Hosting, Services)
If the project requires third-party purchases (domains, hosting, SaaS services):
| Rule | |
|---|---|
| 1 | Do not purchase until the cost owner and payment method are written in Asana (and linkable). |
| 2 | Default: AE decides case-by-case. Write the decision in Asana and link the supporting proof (email or signed doc, depending on contract sensitivity). |
| 3 | If Kiluth pays first (reimbursable), the reimbursement approach must be agreed in writing and linked. |
Invoicing & Payment Process Walkthrough
The invoicing and payment process follows four sequential phases. Each phase focuses on one operation type and can be executed independently when needed.
Process flow:
- Phase 1: Invoice Issuance - Issue invoice for scoping fee, deposit, milestones, final, MA, hosting, or domain renewal
- Phase 2: Payment Confirmation - Confirm receipt of payment (Finance = source of truth)
- Phase 3: Third-Party Purchases - Request and execute third-party purchases (optional, when needed)
- Phase 4: ERPNext Recording - Record income/expense in ERPNext (Finance keys income and expenses)
End of flow: Once payment is confirmed and recorded, the invoicing and payment process is complete. For deposits, proceed to activation/kickoff only after deposit is confirmed.
Phase 1: Invoice Issuance
What you’ll do: Issue an invoice for scoping fee, deposit, milestones, final, MA, hosting, or domain renewal. This phase covers the invoice creation and delivery workflow.
Step 1: Issue Invoice
Request Finance to issue an invoice, then send it to the client.
Prerequisites: Invoice is required (per payment terms in contract or agreement).
Process:
| Action | |
|---|---|
| 1 | Sales/AE requests Finance to issue an invoice via Asana (template below) |
| 2 | Finance creates the customer (if new) and the invoice via the Kiluth portal: New Customer, New Sales Invoice. Sales Invoice is typically created from Sales Order when one exists; in some cases Sales Invoice may be created directly. Both are stored in ERPNext. |
| 3 | Finance attaches/links the invoice in the Finance task and replies with invoice number + issued date |
| 4 | Sales sends invoice to client and tracks payment |
| Asana Card Template | |
|---|---|
| Title | Issue invoice – [Client Name] – [Project Title] – [Scoping fee / Deposit / Milestone / Final / MA / Hosting / Domain renewal] |
| Assignee | Finance |
| Description | Please issue an invoice for this project. References • Deal/project context: [Link] • Signed contract (if applicable): [Link] Invoice details (facts) • Invoice type: [Scoping fee / Deposit / Milestone / Final / MA / Hosting / Domain renewal] • Amount: [Amount] • Due date: [Date] • Payment terms reference: [Contract section/link] • Billing entity details: [As provided by Sales] Output • Invoice link/file: [Link] • Invoice number: [Number] • Issued date: [YYYY-MM-DD] |
Checkpoint: Proceed only when invoice link exists in Asana and invoice number + issued date are written in the task.
| Outcome |
|---|
| Invoice is issued, linked in Asana, and sent to the client. Invoice number and issued date are documented. |
What happens next: Proceed to Phase 2: Payment Confirmation after client pays.
Phase 2: Payment Confirmation
What you’ll do: Confirm receipt of payment. Finance is the source of truth for payment confirmation, and Sales records it in Asana.
Rule:
| Rule | |
|---|---|
| 1 | Finance is the source of truth for “deposit received”. |
| 2 | Sales records it in Asana via a comment that includes Finance confirmation + date, and must @mention Finance or have Finance reply in-thread. |
Step 1: Confirm Payment Receipt
Confirm payment receipt with Finance and record confirmation in Asana.
Prerequisites: Client has paid the invoice.
Process:
| Action | |
|---|---|
| 1 | Client pays (scoping fee, deposit, milestone, or final payment) |
| 2 | Finance confirms receipt (internally) and records payment via New Payment Entry. View list at Payment Entries. |
| 3 | Sales records confirmation in Asana via comment: confirmation + date, and @mentions Finance (or Finance replies) |
Comment template (Sales use):
| Template | |
|---|---|
| Comment | Deposit received – confirmed by Finance. Date: [YYYY-MM-DD] Ref: [Optional invoice number / transaction ref] @Finance |
Checkpoint: Proceed to activation/kickoff (for deposits) only when:
- Payment is confirmed by Finance
- The Asana comment exists with confirmation + date (and Finance is @mentioned or replied)
| Outcome |
|---|
| Payment confirmation is recorded in Asana with Finance confirmation + date. For deposits, project activation/kickoff can proceed. |
What happens next: For deposits, proceed to Project Activation Setup only after deposit is confirmed. For other payments, proceed to Phase 4: ERPNext Recording when needed.
Phase 3: Third-Party Purchases
What you’ll do: Request and execute third-party purchases (domains, hosting, SaaS services) when needed. This phase ensures proper documentation and payment method confirmation before purchase.
Step 1: Request & Execute Third-Party Purchase
Create a purchase request, confirm payment method, and execute the purchase.
Prerequisites: Project requires third-party purchases (domains, hosting, SaaS services).
Process:
| Action | |
|---|---|
| 1 | Create a purchase request task using the template below |
| 2 | Confirm who pays (client direct / Kiluth direct / reimbursable) and link the written agreement |
| 3 | Finance executes the purchase/payment (or supports client payment instructions) |
| 4 | Record proof: receipt/invoice link + date in the task |
| Asana Card Template | |
|---|---|
| Title | Third-party purchase request – [Client Name] – [Project Title] – [Item] |
| Assignee | Finance |
| Description | Please help execute a third-party purchase for this project. Item • Item/service: [Domain / hosting / SaaS / other] • Vendor: [Name] • Amount + currency: [Amount] • Billing cycle: [One-time / monthly / yearly] Who pays • Payment method: Client direct / Kiluth direct / Reimbursable (Kiluth pays first) • Written agreement link (required when client pays or reimburses): [Link] Need-by date: [Date] Output • Receipt/invoice link: [Link] • Paid date: [YYYY-MM-DD] |
Checkpoint: Proceed only when:
- Payment method + cost owner are explicit in the task
- Written agreement link exists (when client pays or reimburses)
- Receipt/invoice link exists after purchase
| Outcome |
|---|
| Third-party purchase is executed, and receipt/invoice link is recorded in Asana. Payment method and cost owner are documented. |
What happens next: If Kiluth paid (reimbursable), proceed to Phase 1: Invoice Issuance to invoice the client. Otherwise, proceed to Phase 4: ERPNext Recording when needed.
Phase 4: ERPNext Recording
What you’ll do: Record income or expense in ERPNext. Finance owns both correctness and data entry (Finance keys income and expenses).
Rule:
| Rule | |
|---|---|
| 1 | Finance owns correctness of the income/expense information. |
| 2 | Finance owns keying it into ERPNext (Finance keys income and expenses directly). |
Step 1: Record Income/Expense in ERPNext
Create an ERPNext recording task, attach supporting proof, and have Finance key it into ERPNext.
Prerequisites: Income or expense has occurred and needs to be recorded in ERPNext.
Process:
| Action | |
|---|---|
| 1 | Create an ERPNext recording task using the template below |
| 2 | Attach/link the supporting proof (invoice, receipt, bank confirmation, contract reference) |
| 3 | Assign task to Finance |
| 4 | Finance keys the income/expense into ERPNext via New Payment Entry (linked to Sales Invoice when applicable) and replies with the ERPNext reference. View list at Payment Entries. |
| 5 | Finance marks the task complete |
| Asana Card Template | |
|---|---|
| Title | Record income/expense in ERPNext – [Client Name] – [Project Title] – [Short] |
| Assignee | Finance |
| Description | Please record this income/expense in ERPNext. Type: Income / Expense Amount: [Amount + currency] Date: [YYYY-MM-DD] Reference links (required) • Invoice/receipt/bank confirmation: [Link] • Contract/payment terms (if relevant): [Link] • Project ID (if relevant): [PROJ-XXXX / Link] Output • ERPNext record reference: [ID/link/screenshot] Proceed when the ERPNext reference is provided in this task. |
Checkpoint: Proceed only when:
- Supporting proof link exists in the task
- ERPNext reference exists (ID/link/screenshot)
| Outcome |
|---|
| Income/expense is recorded in ERPNext with supporting proof link and ERPNext reference. |
Checklist (Finance Use)
This checklist is used by Finance to track progress for each invoicing and payment process. Complete each item in order where applicable.
Phase 1: Invoice Issuance
| Checklist | |
|---|---|
| 1 | ☐ Invoice request has enough facts (client, amount, type, due date, reference link) |
| 2 | ☐ Invoice link/file is attached/linked in Asana |
| 3 | ☐ Invoice number + issued date are written in Asana |
Phase 2: Payment Confirmation
| Checklist | |
|---|---|
| 1 | ☐ Payment confirmation (when asked) includes date/time and references the invoice number when possible |
| 2 | ☐ Finance confirmation is recorded in Asana (with date and @mention or Finance reply) |
Phase 3: Third-Party Purchases
| Checklist | |
|---|---|
| 1 | ☐ Payment method + cost owner are explicit in the task |
| 2 | ☐ Written agreement link exists (when client pays or reimburses) |
| 3 | ☐ Receipt/invoice link exists after purchase |
Phase 4: ERPNext Recording
| Checklist | |
|---|---|
| 1 | ☐ Supporting proof link exists in the task |
| 2 | ☐ ERPNext reference exists (ID/link/screenshot) |
| 3 | ☐ Finance has keyed income/expense into ERPNext and confirmed correctness |