---
aliases: ["Invoice Processing"]
Is A: Procedure
Belongs to: "[[responsibility-sponsorships]]"
Cadence: Monthly
Owner: "[[person-luca-rossi]]"
---
# Invoice Processing

Timely and professional invoicing is essential to maintaining healthy sponsor relationships and predictable cash flow. This monthly procedure ensures every active sponsor receives an accurate invoice, outstanding payments are followed up on, and the financial picture feeding into [[measure-sponsorship-mrr]] stays current. Sloppy invoicing creates friction with sponsors and makes financial planning unreliable — both of which are avoidable with a consistent process.

## Steps

- [ ] Pull the list of active sponsorship deals from the CRM, noting each sponsor's billing cycle and agreed rate
- [ ] For each sponsor due an invoice this month, generate the invoice using the standard template — include campaign dates, placement details, and the agreed amount
- [ ] Double-check all invoice details: correct company name, billing address, PO number (if required), and payment terms
- [ ] Send invoices via email with a clear subject line and the invoice attached as PDF
- [ ] Log each sent invoice in the financial tracker with the send date and expected payment date
- [ ] Review the outstanding invoices list — identify any payments that are 15+ days overdue
- [ ] Send a polite follow-up email for overdue invoices, CC'ing [[person-matteo-cellini]] for visibility on the sponsor relationship
- [ ] Update [[measure-sponsorship-mrr]] with confirmed payments received this month
- [ ] Reconcile the month's invoicing against bank deposits to ensure nothing was missed

## Notes

- Send invoices within the first 3 business days of the month. Delays on your end invite delays on theirs.
- Maintain a template library so invoice generation takes minutes, not an hour. Standardization reduces errors.
- When following up on overdue payments, keep the tone friendly and professional. Most late payments are due to internal approval processes, not bad intent.
- If a sponsor consistently pays late (3+ months in a row), raise this with [[person-matteo-cellini]] to address it proactively in the relationship — it may warrant adjusted payment terms.
- Keep a separate record of all invoicing activity for [[procedure-quarterly-financial-planning]] — the data is essential for revenue forecasting.
