Invoicing
Accounts receivable for managed service providers: raise an invoice against a client, issue it, and know exactly what is owed and how late it is.
The problem
The work is done and logged against tickets, but getting it onto an invoice means exporting time to a spreadsheet, retyping it, and hoping nobody bills the same hour twice. Tax is whatever rate somebody typed last time, which is fine until a BC client is charged Ontario HST. And when an invoice goes unpaid, nothing happens — no status changes, no reminder goes out, and the first anyone notices is when a partner asks why the receivables number looks wrong.
What Solidlio does about it
Solidlio invoices out of the same system the work was recorded in. Billable, approved, un-invoiced ticket time becomes a draft invoice in one click, and the entries are marked invoiced in the same database transaction, so they cannot be billed twice. Tax is resolved from the client organization’s own address across all thirteen Canadian provinces and territories, and a Canadian client with no province on file is refused rather than billed at a guessed rate. Every amount is computed in integer cents, so the lines on an invoice always add up to the total being charged. A daily sweep marks past-due invoices overdue and emails the customer the balance still owed.
Capabilities
| Capability | What it does |
|---|---|
| Bill unbilled time | Turns billable, approved, un-invoiced ticket time into a draft invoice and marks the entries invoiced in the same transaction |
| Per-tenant numbering | Numbers invoices ACME-00042 from your own sequence with a prefix and padding you choose |
| Jurisdiction tax | Computes GST, PST, HST and QST from the client’s province; holds the invoice when a Canadian province is missing |
| Per-line exemptions | Applies tax to taxable lines only, not the whole subtotal |
| Multi-currency | Stamps each invoice with the client’s own currency rather than a house default |
| Branded PDF | Generates an invoice PDF on demand for staff and for the customer |
| Aging and dunning | Marks past-due invoices overdue daily and emails a payment reminder showing the outstanding balance |
| AR reporting | Outstanding, overdue, four aging buckets, DSO, collection rate and top clients |
| Store order invoicing | Invoices delivered MSP store orders on net terms, exactly once per order |
| Customer self-service | Clients view and download their own invoices and pay online |
Built for MSPs and their clients
A managed client is a separate account from the MSP that services it. Invoice access widens across that boundary, so an MSP can bill on a client’s behalf while the invoice still belongs to the client’s own tenant.
| Organization | MSP | |
|---|---|---|
| Raising invoices | — | Creates, sends and voids invoices for every client it services |
| Viewing | Sees invoices billed to it, excluding drafts | Sees its own invoices and every serviced client’s |
| Documents | Downloads its own invoice PDFs | Downloads any invoice it services |
| Paying | Pays online and sees payment history | Records payments received offline |
| Numbering format | — | Owns its own prefix and padding; not shared with clients |
| Tax address | Maintains its registered address, which sets the rate | Cannot invoice a Canadian client with no province |
The organization portal consumes invoices; it does not issue them. Configuration deliberately does not widen — an MSP’s numbering format is its own and is never inherited by or leaked to a client.
How it works
- Work is recorded — technicians log time against tickets and mark it billable; an approver signs it off.
- The MSP bills it — the client page shows unbilled time with a value. One click produces a draft invoice, one line per entry, tagged with the ticket number.
- Tax and totals are computed server-side — the rate comes from the client’s province, amounts are computed in integer cents, and the header subtotal is the sum of the rounded lines.
- The invoice is issued — sending assigns the document number, records the send time, emails the client’s primary contact and queues a QuickBooks sync.
- The client pays — they open the invoice in their portal, download the PDF, and pay online.
- Late invoices chase themselves — a daily sweep marks past-due invoices overdue and emails a reminder for the balance still owed, rate-limited to one per invoice per seven days.
- Finance reports on it — outstanding, overdue, aging and DSO, with the four aging buckets always summing to the outstanding total.
Numbering you can put in front of an auditor
Invoice numbers are counted per tenant, not drawn from a sequence shared with other Solidlio customers, so your document numbers do not jump and do not reveal anyone else’s volume.
- Format you choose — a prefix of up to twelve characters and a zero-padding width of one to ten digits.
- Allocated atomically — claimed with a single locking statement inside the same transaction that writes the invoice. Verified against eight simultaneous invoice creations with zero duplicate numbers.
- Rolls back with the invoice — a failed create consumes nothing.
- Immutable once issued — the number survives editing the invoice, changing your prefix, and voiding the document. Verified by test across all three.
Compliance and audit
- Every invoice records its issue date, due date, payment terms, currency, the tax rate actually applied, and the person who created it.
- Sending stamps
sentAt; the number assigned at issue never changes. - Voiding is refused once any payment has been applied, so a receivable with money against it cannot be made to disappear — it must be reduced by a credit note, which leaves its own record.
- There is no hard-delete path for an invoice anywhere in the API.
Editions
Invoicing is included in every plan, including Free. There is no plan gate, no invoice cap, and no metered charge on any part of it.
Integrations
- QuickBooks Online — issuing an invoice queues a sync to QuickBooks.
- Stripe — customer-facing online payment from the invoice in the portal.
- Email — invoice and payment-reminder mail carries the sending tenant’s branding, so a white-labelled MSP’s clients see the MSP.