| Document Control | |
|---|---|
| Document Title | Accounts Receivable (AR) SOP |
| Document ID | HWB-ACC-002 |
| Version | 2.0.0 |
| Status | APPROVED |
| Author | George (Systems Architect) |
| Approved By | Humberto Dominguez, CEO |
| Date | 09/21/2026 |
| ISO 9001 Clause | 8.2.1 (Customer Communication) |
Standard Operating Procedure: Accounts Receivable (AR) Management
1.0 Purpose
To define the procedure for generating client invoices, tracking payments, and managing collections using QuickBooks. This ensures cash flow stability and accurate empirical financial reporting.
2.0 Scope
Applies to all revenue-generating activities, specifically service quotes and work orders processed via the Lead Pipeline and finalized in QuickBooks.
3.0 Universal Mandates (2026 Baseline)
- Guidance First: If a payment is missing or a file is lost, ASK the CEO before consuming tokens on a search.
- Tier 6 Telemetry: Log all major AR adjustments to the
SigmaInteractionLog. - Physical Truth: Use absolute paths for all data exports.
4.0 Prerequisites
- Verified service completion data from the Lead Pipeline.
- QuickBooks Online/Desktop access.
- Approved Client Master File.
5.0 Procedure
5.1 Invoice Generation
- Data Verification: At the end of each service week, export the "Completed Services" report.
- QuickBooks Entry: Create a new invoice in QuickBooks for each client based on the empirical quote number and service date.
- Accuracy Check: Ensure sales tax rates are correctly applied based on the client's North Texas jurisdiction.
- Distribution: Send invoices via email directly from QuickBooks.
5.2 Payment Application
- Recording: Upon receipt of payment (ACH, Check, or Credit Card), record the transaction against the specific invoice in QuickBooks.
- Reconciliation: Daily matching of bank deposits to QuickBooks payment records.
5.3 Collections & Aging
- Review: Weekly review of the "A/R Aging Detail" report.
- Follow-up:
- Net 30+: Send a polite automated reminder.
- Net 60+: Direct contact by the Operations Manager.
5.4 [Process Flow Chart]
graph TD
A[Service Completed] --> B[Export Data]
B --> C[Create QuickBooks Invoice]
C --> D[Email to Client]
D --> E{Payment Received?}
E -- Yes --> F[Record Payment & Reconcile]
E -- No --> G[Automated Reminder]
G --> H[Management Escalation]
6.0 Verification (Zero-Defect Check)
- Monthly AR Aging Report signed by the Managing Director.
- Zero variance between system completions and QuickBooks invoices.
- All client data matches the "Source of Truth" Client Master File.
7.0 Notes and Cautions
NoteMaintain a professional and helpful tone during collection calls.
CautionNever generate placeholder invoices. All billing must be based on real work.
8.0 Revision History
| Version | Date | Author | Change Description |
|---|---|---|---|
| 2.0.0 | 05/21/2026 | George | TOTAL MODERNIZATION. Added 2026 Baseline mandates and Tier 6 integration. |
| 1.0 | 2026-03-01 | Gemini | Initial Release. |