End-to-end billing cycle from invoice creation through payment and escalation. Runs every month-end in QuickBooks.
Quick Summary
- Create invoices on the 31st
- Date invoices to the 1st of the following month
- Due date is always the 20th
- Credit card OFF by default, Fab Four is the only exception
- Any invoice past the 20th escalates to Dave
Billing Cycle Rules
Step-by-Step Process
Create All Client Invoices
When: 31st of the month. Open QuickBooks and create invoices for every active client. Set the invoice date to the 1st of the following month and the due date to the 20th of that same month. Clients are paying for the upcoming month, not the period just passed.
Fab Four only: enable the credit card payment option. All other clients: leave credit card OFF (fees apply).
Send Invoices
When: 31st of the month. Send all invoices immediately after creation. Confirm each invoice shows the correct date (1st) and due date (20th) before sending. QuickBooks will handle delivery.
QuickBooks Auto-Reminders
When: Before the 20th. QuickBooks automatically sends payment reminders to clients approaching their due date. No manual action required unless a client has a specific question.
Payment Due
When: The 20th. All clients should have paid by end of the 20th. EO may occasionally pay late, this is expected and acceptable. All clients remain on the same billing cycle regardless.
Escalate to Dave
When: After the 20th. Any invoice unpaid beyond the 20th must be escalated. Do not wait or assume it will resolve itself.
Escalation Required, Contact Dave. If any invoice is past due beyond the 20th, escalate to Dave immediately. This is a hard rule with no exceptions. QuickBooks reminders have already run, human follow-up is now required.
Client Reference
Monthly Invoicing Process
Edge 8 AI accounting. 31st create, 1st date, 20th due, 20th+ escalate.