Sales Invoicing Management Overview

GoldFinch Sales Invoicing helps organizations create, review, post, and track customer invoices directly on Salesforce.

Sales invoices can be created from completed sales and fulfillment activity or entered for transactions that do not require warehouse shipment. By connecting invoices with customers, sales orders, shipments, products, receivables, and accounting records, GoldFinch provides visibility from the original order through payment.

A Connected Order-to-Cash Process

GoldFinch can support a coordinated invoicing workflow:

1. Record the customer’s order.
2. Fulfill and ship the applicable products.
3. Create a sales invoice from eligible order or shipment activity.
4. Review quantities, prices, discounts, taxes, and other charges.
5. Post the approved invoice.
6. Deliver the invoice to the customer.
7. Record and apply customer payments.
8. Monitor outstanding receivables and resolve differences.

The exact workflow depends on the organization’s modules, configuration, and accounting policies.

Create Invoices from Sales Activity

Sales invoices can connect to the underlying sales and fulfillment transactions. This helps carry applicable information forward instead of requiring users to enter it again.

An invoice may include:

• Customer and billing information
• Related sales order and shipment
• Customer purchase order or reference
• Products, services, and quantities
• Prices and discounts
• Freight and other charges
• Sales tax
• Payment terms and due date
• Currency
• Invoice total
• Amount paid and remaining balance
• Supporting notes or documents

Maintaining these relationships provides a clearer audit trail from customer demand through financial completion.

Shipment-Based Invoicing

For inventory items fulfilled through the warehouse, you can create invoices from shipment activity. This aligns invoiced quantities with quantities actually shipped.

Shipment-based invoicing is useful when:

• An order is fulfilled through the warehouse.
• Products are shipped in multiple deliveries.
• Only part of an order is currently available.
• Different shipments must be invoiced separately.
• Billing should occur after shipment confirmation.

The remaining uninvoiced activity can continue to be tracked until the order is completed or otherwise resolved.

Invoicing Without a Warehouse Shipment

Some transactions do not require physical warehouse processing. Depending on the organization’s configuration, GoldFinch can support invoices created without a warehouse shipment.

Examples may include:

• Services
• Fees and charges
• Non-inventory products
• Certain prepaid transactions
• Transactions fulfilled outside the standard warehouse process
• Approved direct-billing situations

Organizations should establish clear policies governing when shipment-based processing may be bypassed.

Partial and Consolidated Invoicing

Customer billing requirements vary. GoldFinch can support invoicing scenarios such as:

• Invoicing part of an order
• Creating separate invoices for multiple shipments
• Billing remaining quantities later
• Combining eligible activity according to business requirements
• Managing deposits or prepayments against the final invoice

Available options depend on the organization’s process and configuration.

Pricing, Discounts, and Additional Charges

Sales invoices can reflect commercial terms established earlier in the sales process, including:

• Standard or customer-specific pricing
• Quantity-based pricing
• Contracted pricing
• Sales discounts
• Freight and handling
• Other approved charges

Reviewing invoice amounts against the related order and shipment helps identify differences before posting.

Sales Tax

GoldFinch can calculate and record sales tax based on the organization’s tax setup and applicable integration.

Sales tax processing may consider information such as:

• Customer tax status
• Product taxability
• Billing and shipping locations
• Transaction date
• Applicable tax jurisdiction
• Exemption information
• Credits or returns

GoldFinch also supports integration with selected tax services, such as Avalara. Third-party services may require separate subscriptions, configuration, and implementation.

Customer Prepayments

Payments received before invoicing can be connected with the customer or relevant sales transaction. When the invoice is created, the system may apply an available prepayment based on the organization’s procedures.

This allows users to see:

• The original amount received
• The amount applied to the invoice
• Any remaining prepayment
• The invoice balance still due

Posting Sales Invoices

Posting finalizes the approved sales invoice and records its applicable operational and financial effects.

Depending on the products, modules, and configuration involved, posting may update:

• Customer accounts receivable
• Sales revenue
• Sales tax
• Inventory
• Cost of goods sold
• Customer balances
• General ledger activity

Organizations should review invoices carefully before posting and control posting access through Salesforce security and internal approval policies.

Invoice Delivery

Organizations can produce customer invoices using information recorded in GoldFinch. Depending on the organization’s document and communication configuration, invoices may be:

• Generated as customer-facing documents
• Emailed to designated contacts
• Made available through a customer portal
• Sent through an approved integration
• Retained with the related Salesforce transaction

Invoice presentation, delivery, and supporting documents can be adapted to the organization’s requirements.

Customer Receivables and Payments

After an invoice is posted, accounting teams can monitor the resulting receivable and apply customer payments.

Authorized users may review:

• Open invoice amount
• Due date
• Payment status
• Customer prepayments
• Receipts applied
• Remaining balance
• Credits and adjustments
• Aging information

When you use GoldFinch Accounting, invoices, receivables, customer receipts, bank activity, and general ledger records remain connected within Salesforce.

Credits, Corrections, and Returns

If a posted invoice requires adjustment, the appropriate process may involve a sales credit memo, return, additional invoice, or other approved correction.

Maintaining links among the original invoice, related return, credit, and replacement activity helps preserve transaction history. Organizations should avoid directly changing finalized financial records outside approved correction procedures.

Multi-Company and Multi-Currency Processing

GoldFinch can support sales invoicing across multiple companies, ledgers, and currencies. Depending on the organization’s configuration, invoices can be associated with the appropriate:

• Company or legal entity
• Accounting ledger
• Customer currency
• Exchange rate
• Revenue and receivable accounts
• Tax treatment
• Bank and payment process

Review multi-company and multi-currency requirements carefully during implementation.

Visibility Across Teams

Because GoldFinch is native to Salesforce, authorized teams can share relevant invoice information:

• Sales teams can review whether orders have been invoiced.
• Customer service teams can answer questions about invoice status and balances.
• Warehouse teams can confirm the fulfillment activity supporting an invoice.
• Accounting teams can manage posting, receivables, payments, and credits.
• Management can monitor billing performance and exceptions.

Limit access to financial information based on each user’s responsibilities.

Reporting and Exception Management

Salesforce reports, dashboards, list views, and notifications can help users monitor:

• Orders or shipments awaiting invoicing
• Draft invoices awaiting review
• Posted and unposted invoices
• Partially invoiced sales orders
• Overdue customer invoices
• Unapplied customer payments
• Invoices with pricing or quantity differences
• Credits and adjustments
• Sales by customer, product, company, or period
• Invoicing exceptions requiring attention

These tools help teams focus on transactions that may delay billing or collection.

Business Benefits

GoldFinch Sales Invoicing helps organizations:

• Connect sales, fulfillment, invoicing, and payment activity.
• Reduce duplicate entry between operational and accounting systems.
• Improve billing accuracy and timeliness.
• Align invoiced quantities with completed fulfillment.
• Support both shipment-based and direct invoicing.
• Manage partial shipments and invoices.
• Maintain visibility into prepayments and outstanding balances.
• Strengthen posting controls and transaction traceability.
• Improve collaboration between sales, operations, and accounting.
• Manage order-to-cash information directly on Salesforce.

Learn More

GoldFinch customers can sign in to access detailed instructions for creating, reviewing, posting, delivering, and correcting sales invoices in the Process Sales Invoices section.

To learn how GoldFinch can support your organization’s invoicing and order-to-cash processes, please contact GoldFinch Cloud Solutions.