new client billing setup checklist
A new client billing setup checklist turns approved commercial terms into a customer record that finance can inspect. It should surface conflicting names, schedules, and instructions before the first invoice is created.
Reconcile the account identity
Compare the signed customer name, bill-to name, address, billing contact, and system record. A sales spreadsheet can help locate information, but it should not override the approved agreement or finance-owned customer master.
| Setup field | Approval source |
|---|---|
| Legal and bill-to names | Agreement and customer-master review |
| Billing contact | Verified customer instruction |
| Price and scope | Signed commercial record |
| Invoice schedule | Approved billing terms |
| PO requirement | Contract or customer billing rule |
| Tax status | Finance or tax-owner disposition |
Open an exception when names conflict or a new recipient cannot be verified. Keep payment-account changes in their separate fraud-control process.
Translate terms without interpreting them
Enter only the schedule, currency, price, scope reference, and delivery method that the owner has approved. If two sources disagree, record the exact conflict and ask for a controlling instruction.
IRS Publication 583 explains that business records rely on supporting documents and traceable transactions. It does not decide pricing, tax treatment, credit terms, or which contract version governs.
Test the first billing path
Before release, have a finance reviewer compare the saved customer record with the approval packet. Verify the invoice destination, purchase-order field, schedule, and system identifier without sending a live invoice as a test.
The customer onboarding handoff checklist covers the wider service transition. Bookkeeping assistant support can prepare billing records after finance defines the controls.
Frequently asked questions
Can sales notes supply missing billing terms?
They can identify a question, but finance should use the approved commercial source or a documented owner instruction for setup.
When is setup complete?
Completion requires a reviewed customer record that matches the approved packet and a clear owner for any deferred item.
Contact HireBackOffice to define a repeatable billing setup role. This guide is not contract, legal, tax, credit, or accounting advice.
FAQ
What should the tracker contain?
Keep a stable case reference, source links, observed values, required decision, named owner, status, system result, and verification evidence.
Can a virtual assistant own this workflow?
A trained assistant can maintain intake and prepare evidence while authorized company owners retain approvals and consequential decisions.