Purpose: This document defines the internal operational logic of the Contract & Invoice 📋 Function. It governs the company’s entire commercial process, from contract drafting and approval to managing payment schedules and issuing VAT invoices.
This 📋 Function is the financial backbone of the project lifecycle, ensuring every commercial agreement is accurately documented, tracked, and executed. It provides strict control over the revenue stream, from client signature to final payment. Strategically, this enables precise cash flow forecasting, mitigates financial risk by tracking all payment obligations, and maintains a professional standard for all client financial interactions. For the accounting and sales teams, it automates payment reminders, standardizes contract management, and creates a clear, auditable trail for all transactions.
Architecturally, this 📋 Function is triggered by a successful deal in the CRM 📋 Function. It is centered around the 🧊 Contract standard object, which serves as the primary record for the commercial agreement. The 🧊 Contract has a hierarchical relationship with its sub-objects, 🧊︎ Payment Installment and 🧊︎︎ VAT Invoice, which manage the payment schedule and tax documentation respectively. This function has key connections, receiving client data from CRM and linking its financial milestones to the 🧊 Project in the Project Management 📋 Function.
Pro Tip: Expanding Your Financial BlueprintThe current blueprint focuses on the primary client contract and invoicing process. To build a more comprehensive financial management system, you can introduce additional 🧊 Objects for greater control. For example, you could add:
🧊︎ Change Order sub-objects to formally document and approve any modifications to the project’s scope, timeline, or budget after the initial contract is signed.
🧊 Purchase Order objects to manage and track procurement from external suppliers, linking specific costs directly back to a project.
🧊 Vendor objects to maintain a central database of your suppliers, their contact details, and performance history.
This allows you to scale from simple project billing to full-fledged financial and procurement management as your business grows.
These rules run entirely within the Contract & Invoice Space to manage financial records and processes.
Sequence
ID
Rule Name
Trigger
Action
Description
3
IC-03
Create Invoice Installments
Button Click: “Create Contract (Docs)“
Create: 🧊︎ Invoice
Triggered by the same action that generates the contract doc, this rule automatically creates multiple 🧊︎ Invoice sub-objects based on the payment structure. e.g., Creating three separate invoices for Sarah’s 25%, 40%, and 35% payment milestones.
5
IC-04
Update Financials Upon Payment
Webhook: Payment Received (from CS-05)
Update: 🧊 Contract & 🧊︎ Invoice
When a payment is confirmed, this rule updates the 🧊︎ Invoice status to PAID and recalculates the Outstanding balance on the parent 🧊 Contract Object.
