The invoice sits at the center of the financial side of a case. It begins as the statement of goods and services at arrangement, becomes the amount the family owes, collects deposits and payments over time, and ends when the balance reaches zero. A clean invoice workflow keeps all of that connected, so the statement, the invoice, the payments, and the books never disagree and nothing is entered twice.
The workflow, end to end
- Build the statement of goods and services at arrangement, itemized.
- Generate the invoice from that statement, on the case.
- Take a deposit and set up a plan if the family needs one.
- Post each payment against the invoice; the balance updates.
- Sync the invoice and payments to QuickBooks.
- Close the invoice when the balance reaches zero.
Where invoice workflows break
| Break | Consequence |
|---|---|
| Invoice re-typed into the books | Double entry and mismatches |
| Payments posted in two places | Balances disagree |
| Balance tracked off the case | Follow-up is late or missed |
| Statement and invoice differ | The family questions the bill |
What to ask software vendors
- Does the statement become the invoice without re-typing?
- Do payments post against the invoice and update the balance?
- Does the invoice sync to QuickBooks as itemized line items?
- Can I see the balance and aging on the case?
How FuneralHQ handles this
FuneralHQ runs the invoice workflow on one case: the statement becomes the itemized invoice, payments post against it and update the balance, and everything syncs to QuickBooks, so the statement, the case, and the books carry the same numbers from arrangement to final payment.
Related resources
Read how to track deposits, balances, and payment plans and itemized funeral statements.