Workflows & examples

Common workflows

1. Order to cash

1. A sales order is confirmed in Sales.
2. When goods ship (Inventory → Goods Issue) or the order is fulfilled, a draft invoice is generated in Finance.
3. The AR clerk reviews, edits the draft if needed, and sends the invoice; a journal entry posts to Accounting.
4. The customer pays; the payment is matched and reconciled against the bank feed.
5. If it goes overdue, Dunning and the AR Collector chase it automatically.

2. Procure to pay

1. A purchase order is approved in Procurement.
2. Goods are received (Inventory → GRN).
3. A supplier bill is created from the PO; three-way matching validates it against the PO and GRN.
4. The bill is approved, scheduled, and paid; a journal entry posts automatically.

3. Expense reimbursement

1. An employee files a claim in Finance → Expenses with a receipt.
2. The Expense Auditor screens it; it routes through multi-level approval.
3. Once approved, it is scheduled for reimbursement and posts to Accounting.

4. Time and materials billing

1. An employee logs hours in Time Tracking against a project or client.
2. Finance sets a rate card once for that engagement (or the entry uses a manually entered rate).
3. A manager approves the entry under Timesheet Approvals; it becomes billable.
4. The billable hours are converted into a customer invoice from Finance → Timesheets, carrying the rate that was on each entry.

Common tasks

Edit a draft invoice before it’s sent

1. Open the invoice from Finance → Invoices.
2. Confirm its status is draft (or rejected) — sent invoices can’t be edited.
3. Click Edit, change the customer, due date, notes, or any line item, then Save.

Set up a rate card so billable time flows into an invoice

1. Go to Finance → Timesheets → Settings and create a rate card with a name, hourly rate, and currency.
2. On a time entry (yours or a colleague’s), select the rate card — the hourly rate fills in automatically.
3. Approve the entry, then bill it from Finance → Timesheets.

Set up a recurring invoice template

1. Go to Finance → Recurring → New Schedule.
2. Set the customer, line items, amount, and frequency (monthly or annual).
3. Save — XBuddy generates each invoice automatically on the cycle date going forward.

Trace an invoice back to its source documents

1. Open the invoice detail page.
2. Review the Document Chain panel to see the quotation, sales order, delivery order, or timesheet entries that produced it, and any payments or credit notes it produced.

A worked example — from draft to cash

The same order as in Sales: 20 pumps, 6% discount, VAT 10% — 258,500,000 ₫ gross.

Data in and out

Comes from

Goes to