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generalbots/botbook/src/07-user-interface/apps/billing.md
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Billing - Invoices, Payments & Quotes

Manage your financial transactions from quote to payment

Overview

Billing is your complete invoicing solution following Microsoft Dynamics nomenclature. Create quotes for opportunities, convert them to invoices, and track payments through to completion.

Key Concepts (Dynamics Nomenclature)

Entity Description
Quote Price quotation sent to prospect/customer
Invoice Bill sent to customer for payment
Payment Payment received against an invoice

Entity Flow

Quote ──(accept)──► Invoice ──(pay)──► Payment

Features

Invoices Management

Track all your billing documents:

  • Invoice Number - Unique identifier
  • Account - Customer being billed
  • Date - Invoice creation date
  • Due Date - Payment deadline
  • Amount - Total invoice value
  • Status - Draft, Sent, Paid, Overdue, Cancelled

Invoice Statuses

Status Description
Draft Invoice being prepared, not yet sent
Sent Invoice delivered to customer
Paid Payment received in full
Overdue Past due date, unpaid
Cancelled Invoice voided

Payments

Record and track incoming payments:

  • Payment ID - Unique identifier
  • Invoice - Associated invoice
  • Account - Paying customer
  • Date - Payment received date
  • Amount - Payment amount
  • Method - Payment method used

Payment Methods

Method Description
Bank Transfer Wire/ACH transfer
Credit Card Card payment
PIX Brazilian instant payment
Boleto Brazilian bank slip
Cash Cash payment

Quotes

Create proposals for potential deals:

  • Quote Number - Unique identifier
  • Account - Customer receiving quote
  • Opportunity - Associated sales opportunity
  • Date - Quote creation date
  • Valid Until - Expiration date
  • Amount - Total quoted value
  • Status - Draft, Sent, Accepted, Rejected, Expired

Summary Dashboard

Real-time financial metrics:

Metric Description
Pending Total value of unpaid invoices
Overdue Total value past due date
Paid This Month Payments received this month
Revenue This Month Total revenue for current month

Navigation Tabs

Tab View
Invoices All invoice records
Payments Payment history
Quotes Price quotations

API Endpoints

Endpoint Method Description
/api/billing/invoices GET List invoices with filters
/api/billing/invoices POST Create new invoice
/api/billing/invoices/:id GET Get invoice details
/api/billing/invoices/:id PUT Update invoice
/api/billing/invoices/:id/send POST Mark invoice as sent
/api/billing/invoices/:id/cancel POST Cancel invoice
/api/billing/invoices/export GET Export invoices
/api/billing/payments GET List payments
/api/billing/payments POST Record new payment
/api/billing/quotes GET List quotes
/api/billing/quotes POST Create new quote
/api/billing/quotes/:id/accept POST Convert quote to invoice
/api/billing/search GET Search billing records
/api/billing/stats/* GET Get billing statistics

@ Mentions in Chat

Reference billing entities directly in chat:

Mention Example
@invoice: @invoice:INV-2024-001

Hover over a mention to see invoice details. Click to navigate to the record.

Filtering Options

Invoice Filters

Filter Options
Status All, Draft, Sent, Paid, Overdue, Cancelled
Period All Time, This Month, This Quarter, This Year

Payment Filters

Filter Options
Method All Methods, Bank Transfer, Credit Card, PIX, Boleto, Cash

Quote Filters

Filter Options
Status All, Draft, Sent, Accepted, Rejected, Expired

Keyboard Shortcuts

Shortcut Action
N New invoice (when in Billing)
Escape Close modal
/ Focus search

Integration with CRM

Billing integrates seamlessly with CRM:

  1. Quote from Opportunity - Create quotes linked to opportunities
  2. Convert on Win - When opportunity is won, convert quote to invoice
  3. Account Linking - Invoices automatically linked to customer accounts

Best Practices

Invoice Management

  1. Send promptly - Issue invoices immediately after delivery
  2. Set clear terms - Include payment terms and due dates
  3. Follow up - Track overdue invoices proactively

Payment Tracking

  1. Record immediately - Log payments as soon as received
  2. Match correctly - Ensure payments match the right invoices
  3. Reconcile regularly - Review payment records weekly

Quote Management

  1. Include details - List all line items with descriptions
  2. Set expiration - Use reasonable validity periods
  3. Follow up - Check on pending quotes before expiration

Reports

Available in Analytics:

Report Description
Revenue Summary Total revenue over time
Aging Report Overdue invoices by age
Payment History Payments received over time
Monthly Revenue Month-over-month comparison

See Also

  • CRM — Link invoices to accounts and opportunities
  • Products — Add products to invoices and quotes
  • Analytics — Billing reports and dashboards