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YourOrderBook

Finance & Accounting

Your Billing Is Done. Are Your Accounts Up to Date?

Creating an invoice is only the beginning. You still need to know who has paid, what is pending, what you owe suppliers and what your records are telling you.

YourOrderBook helps you connect sales, purchases, payments and accounting using suitable ERPNext and Frappe workflows — so the same information does not need to be entered and checked again and again.

Review My Finance ProcessFollow the Money

See What Happens After You Create an Invoice

Take one example sale. Follow the invoice, the payment and the unpaid balance as the records change.

See What Happens After You Create an Invoice

  • Demo customer: Sample Trading Co.
  • Invoice: INV-1042
  • Invoice total: ₹1,18,000

Interactive example · Not connected to a real account

Step 1 of 4

Sales invoice

INV-1042

Bill to
Sample Trading Co.
Status
Draft
Goods value
₹1,00,000
CGST @ 9% (example)
₹9,000
SGST @ 9% (example)
₹9,000
Invoice total
₹1,18,000

Paid against this invoice₹0

Draft · not posted yetPosted to customer receivables

Payment record

Receipts recorded in the books

No payment recorded yet

  1. Receipt 1₹50,000Allocated to INV-1042
  2. Receipt 2₹68,000Allocated to INV-1042

Recorded and allocated₹0

Receipt recorded in books; bank statement matching is separate

Customer ledger

Sample Trading Co.

  1. No entry yetINV-1042 is still a draftINV-1042 · Sales invoiceDr₹1,18,000
  2. Receipt 1 · allocatedCr₹50,000
  3. Receipt 2 · allocatedCr₹68,000

Still to collectNot posted

Invoice saved as Draft

Goods value
₹1,00,000
Example GST (18%)
₹18,000
Invoice total
₹1,18,000

Nothing has been posted to customer outstanding yet. A draft invoice is not an accounting entry.

All figures are illustrative. The example uses 18% GST for simple explanation; actual taxes depend on the transaction and configuration. Payments shown here have been entered and allocated in the sample records.

What changes in the accounts?

When a normal credit sales invoice is submitted, the system records the customer amount due and the related sale and tax entries. When a payment is recorded and allocated, the amount due against that invoice comes down. Your configured accounts and tax setup determine the actual entries.

Example accounting effect

Saved as a draft: nothing is posted.

When the invoice is submitted
AccountDebitCredit
Customer receivable₹1,18,000—
Sales income—₹1,00,000
Output CGST (example)—₹9,000
Output SGST (example)—₹9,000
Total₹1,18,000₹1,18,000
When ₹50,000 is recorded and allocated
AccountDebitCredit
Bank₹50,000—
Customer receivable—₹50,000
Total₹50,000₹50,000
When ₹68,000 is recorded and allocated
AccountDebitCredit
Bank₹68,000—
Customer receivable—₹68,000
Total₹68,000₹68,000

An Invoice Is Not the Same as Money in the Bank

A sale may be recorded today. The customer may pay next week, next month or in parts.

That is why business owners need to see both what has been billed and what has actually been recorded as received.

When the two are connected, your team can check the unpaid amount without rebuilding it from invoice copies and separate payment notes.

Example: INV-1042 after the first payment

Billed₹1,18,000What we have invoiced

Received₹50,000What we have recorded and allocated

Outstanding₹68,000What the customer still owes

Cash in the bank and profit in the accounts are also different questions. The right reports help you understand both.

Stop Searching in Four Places for One Answer

One team has the invoice. Another has the payment note. Someone else is checking a spreadsheet. The owner still has to ask what is correct.

A connected process keeps the same customer, invoice reference and payment information together so the team can follow the record.

From scattered papers to a connected record

Scattered informationConnected information

Sales invoice

INV-1042

Sample Trading Co.

₹1,18,000

Invoice — accounts copySame invoice reference

Payment note

Invoice ref: —Invoice ref: INV-1042

Sample Trading Co.

₹50,000

Payment note — separate filePayment linked to the invoice

Supplier bill

PINV-0388

Sample Supplier Ltd.

₹42,000

Supplier payable

Supplier bill — another registerSupplier bill in purchasing accounts

Report

Receivables and payables

Prepared from the records

Report — updated laterReports use posted records

Customer transactions

Supplier transactions

Reports use recorded transactions from both sides of the business

Connected information:

  • Same invoice reference
  • Payment linked to the invoice
  • Supplier bill in purchasing accounts
  • Reports use posted records
  • Reports use recorded transactions from both sides of the business

A system only shows a reliable picture when records are entered, linked and checked correctly.

Know What You Need to Act On

  • Which customers still need to pay?

    See open invoices, due dates and amounts still unpaid. The team can follow up with the right customer and the right invoice.

  • Which supplier bills are due?

    Review recorded supplier bills, payment terms and amounts payable before deciding what to pay next.

  • Are we making a profit?

    Use the Profit & Loss report to see income and expenses for a period. It is not the same as a bank balance.

  • What happened to our cash?

    Use cash and bank records, plus the Cash Flow report, to understand money movements. Reconcile bank records separately where needed.

Different questions. Connected business records. Less guesswork.

Accounting Should Not Start With Re-entering the Same Details

A customer order already has the customer, item, quantity and agreed price. A supplier purchase already has the supplier and what was ordered.

Where the workflow is configured correctly, those details can flow into the right invoices and accounting records instead of being typed again.

Sales to accounts

  1. Sales order
  2. customer invoice
  3. outstanding
  4. payment record
Explore Order Management

Purchase to accounts

  1. Purchase order / receipt
  2. supplier bill
  3. amount payable
  4. supplier payment
Explore Purchase Management

From records to decisions

  1. Posted transactions
  2. receivables / payables
  3. financial reports

People still review invoices, payments, tax details and exceptions. Connected does not mean unchecked.

Explore the Procure to Pay workflow

Start With the Finance Problem You Want to Fix

  1. Sales Invoicing & GST

    Prepare customer invoices, apply the right tax setup and manage applicable e-invoice and e-way bill steps.

  2. Purchase Invoicing & Expense Control

    Review supplier bills, track expenses and route the items that need approval or correction.

  3. Payment Collection & Customer Outstanding

    See who owes you money, which invoices are due and what needs a follow-up.

  4. Accounting Automation & Bank Reconciliation

    Reduce repeated accounting entry and check where bank statement lines do not match recorded transactions.

Make Your Finance Process Fit the Way Your Business Works

We start with the process you use today: how orders become invoices, how payments are recorded, who checks supplier bills, and which reports the owner needs.

Then we help you put the right parts together using ERPNext and Frappe.

Our work can include:

  1. Review your current billing and accounting workflow.

  2. Set up the accounts, users, documents and approvals you actually need.

  3. Connect sales, purchase, inventory and finance records where useful.

  4. Plan data migration, training and suitable integrations when required.

  5. Check the reports and exceptions with the people who will use them.

The exact implementation depends on your existing systems, processes and compliance needs. We will explain what is standard, what needs configuration and what needs additional work.

You May Not Need to Change Everything at Once

Start with one problem: unpaid invoices, repeated billing entry, supplier bill checks or reports that take too long to prepare. Show us how it works today. We will review the process and help you decide what to improve first.

Review My Finance ProcessTalk to Us

No need to choose a package or know the technical terms before you contact us.

Frequently Asked Questions About Finance & Accounting

What does finance and accounting management mean for a business?
It means keeping sales invoices, purchase bills, payments, outstanding amounts and financial records connected. You should be able to see what was billed, what was paid and what still needs attention.
How is connected accounting different from basic billing?
Billing creates an invoice. Connected accounting also helps maintain receivables, payables, payment records and financial reports from the relevant business transactions. A billing product may offer some of these features too; the important difference is how well the records work together.
Can ERPNext show which customers have not paid?
Yes. ERPNext provides Accounts Receivable reports with outstanding invoice amounts and ageing. The figures depend on submitted invoices, allocated payments, adjustments and correct accounting setup.
Can I see what I still owe suppliers?
Yes. Purchase Invoices and Accounts Payable reports help show recorded supplier dues and due dates. Your team should still review the bills, payment terms and any disputes.
Does creating a sales invoice automatically bring money into the bank?
No. A normal submitted credit invoice records the amount the customer owes. A separate receipt is recorded through the relevant payment process. Bank reconciliation checks recorded bank activity against the statement.
What if a customer pays only part of an invoice?
A payment can be recorded and allocated against that invoice. The remaining amount stays outstanding. For example, ₹50,000 paid against an invoice of ₹1,18,000 leaves ₹68,000 to collect.
Can the owner and accountant check accounts from different locations?
With a suitably hosted and secured online ERPNext setup, authorised users can access the information they need. Internet access, user permissions and the hosting arrangement still matter.
Can salespeople and accountants have different access?
Yes. Frappe/ERPNext supports roles and permissions that can be configured for the business. Access must be planned carefully so people see and change only the records they are authorised to handle.
Does ERPNext handle GST, e-invoicing and e-way bills?
India-specific workflows can be supported using the appropriate India Compliance app and configuration, where they apply to the business. Requirements, thresholds, credentials and supported capabilities should be checked for the actual implementation.
How do we start improving our finance process?
Tell us where your team spends time copying data, chasing payments or checking reports. We will review that process first and suggest a sensible starting point before discussing a wider setup.