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Invoicing and cash flow

Invoice on time and forecast your cash. Up to 13 weeks ahead.

Plan invoices from each project, approve them before they reach QuickBooks, and forecast cash based on when each client pays.

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OverviewBank accounts All accounts
What needs you
Receipts expected, past due $220,413Due before today and not received yet: chase them, or move their date.Review them
Unreconciled bank lines 7 linesOn Operating Account - USD, since Oct 28: match each line to its cash flow, so the position can be trusted.Reconcile them
Accounts with an unconverted balance 1 accountOperating Account - MXN has a balance with no exchange rate on Nov 4.Add the rate
Available cash$0
Due in 90 days$0
Overdue$0
Average slippage0 days
Mesabrook Advisory and Mesabrook Nearshore, KPilot’s US demo company. In USD.
InvoicesMost overdue first
To collectAll invoicesCredit memos
InvoiceDue dateLeft to collect
INV-2026-041Ironwood Precision ManufacturingAug 1483 d late$95,200
INV-2026-059Ironwood Precision ManufacturingSep 2739 d late$71,400
INV-2026-064Northshore Boreal LogisticsOct 315 d late$53,813CAD 74,225
INV-2026-067Thamesford Capital PartnersNov 9In 4 days$34,849GBP 27,440
INV-2026-062Lone Star Rail & Transit AuthorityNov 19In 14 days$79,500
5 invoices$334,762
01Planned invoicesPlan invoices from the project02ApprovalsApprove invoices before they reach QuickBooks03CollectionsSee who owes you and how they pay04ForecastForecast cash by week05ReconciliationReconcile your bank accounts

From milestone to bank deposit

How KPilot handles each invoice, from planning to reconciliation.

01Planned invoices

Plan invoices from the project

Each project plans its invoices: deposits, milestones, deliveries and retainers. KPilot warns you before the date and counts the days after it.

  • Deposits, milestones and holdbacks
  • Client currency, totals in USD
  • Late invoices tracked as a margin driver
See where milestones come from
Planned invoices4 rows · $164,450
Billing status UnbilledInvoice type All
ClientPlanned invoicePlanned dateAmount
Northshore Boreal LogisticsGrid strategy, milestone 2Late to invoice by 16 daysOct 20$13,050CAD 18,000
Brazos Valley BancorpDelivered in October From Margin GuardTo invoice in 5 daysNov 10$41,300
Sierra Vista Health NetworkSupport retainer, Q4Dec 1$36,600
Brazos Valley BancorpPINV-2026-012 · Remediation phase 3Dec 15$73,500
02Approvals

Approve invoices before they reach QuickBooks

A project manager requests the invoice, finance approves it, and KPilot creates it in QuickBooks, linked to the planned invoice.

  • To review, in progress and created
  • QuickBooks or ERPNext, by company
  • Clear messages when an invoice is refused
Explore invoice approvals
Requests
AllInvoicesEstimatesPurchasesQuickBooks · Mesabrook Advisory LLC
To review3oldest invoice waiting 2 days
Needs attention1sent back by accounting
Creating in accounting1usually under a minute
Invoices created this month4$214,650, all linked
Brazos Valley BancorpCloud resilience · delivered in OctoberProposed by KPilot$41,300To reviewCreated · INV-2026-071
Northshore Boreal LogisticsGrid strategy, milestone 2 · CAD 18,000Lucy Hargrove$13,050Creating in accounting
03Collections

See who owes you and how they pay

Each client record shows what was paid, what is expected, what is overdue, and how late each invoice was paid.

  • Most overdue first
  • Credit memos synced from QuickBooks
  • Plan a payment from the record
See overdue invoices for agencies
CounterpartyPlan a payment
IPCustomer · CUST-IRONWOODIronwood Precision ManufacturingUnited States · Net 30
Executed$71,400
Expected in$166,600
Expected out$0
Balance$166,600
$166,600 expected in is overduePlanned payments in past their due date: chase them or move their date.See the planned payments
How it pays
INV-2026-018Due May 10Paid May 188 d late
INV-2026-041Due Aug 14Not paid83 d late
INV-2026-059Due Sep 27Not paid39 d late
04Forecast

Forecast cash by week

See opening balance, inflows, outflows and closing cash by week. Expected payments are dated from each client’s payment history.

  • Daily, weekly, monthly or quarterly
  • Payroll dates from Gusto
  • Export to CSV and Excel
Read how the cash forecast works
Forecast
Granularity WeeklyScenario None (baseline)Expected receipts from Delivery
Category / counterpartyW46W47W48W49W50W51
Opening balance$798k$783k$587k$651k$811k$643k
Inflows$47k$18k$112k$231k$41k$96k
Expected receipts from Delivery$35k$0k$80k$221k$13k$74k
Outflows−$62k−$214k−$48k−$71k−$209k−$58k
Payroll, Gusto$0k−$168k$0k$0k−$168k$0k
Net cash flow−$15k−$196k$64k$160k−$168k$38k
Expected receipts placed on the timeline from each client’s payment history. Ironwood’s two open invoices, $166,600, are placed in W49 from how Ironwood has paid.
05Reconciliation

Reconcile your bank accounts

Bank lines are matched to payments within the amount and date tolerance you set. Unmatched lines are listed for review.

  • Suggested matches and auto-reconcile
  • Create a payment from an unmatched line
  • Daily balance for each account
See KPilot for finance teams
Bank reconciliationAuto-reconcile
Control period Oct 6 to Nov 5Amount tolerance $0.01Date tolerance 3 days
Total gap$14,860To justify
Coverage (amount)96.8%93% by line count
Reconciled bank statement lines94Fully matched
Unreconciled bank statement lines7Action required
Suggested matches
Oct 15WIRE SIERRA VISTA HEALTH NETWORKINV-2026-055 · same amount, same day+$36,600.00MatchMatched
Oct 30ACH GUSTO PAYROLL MESABROOKPayroll, Oct 30 · same amount−$84,112.40MatchMatched
Nov 2CARD AMAZON WEB SERVICESSoftware · purchase PO-2026-118 · 1 day apart−$2,184.20MatchMatched
Operating Account - USD, First Limestone Commercial Bank. Statement lines imported from the bank.

Plan for a late payment

Scenarios apply your assumptions and payment rules to the forecast without changing the underlying data.

Closing balance, by weekDashed: baseline
Scenario
Lowest point $587,000 at W48, after the first payroll.Payroll floor $500,000
W46W47W48W49W50W51W52
Lowest point $476,000 at W51, under the $500,000 payroll floor.Payroll floor $500,000
W46W47W48W49W50W51W52
AssumptionCounterparty · Ironwood Precision Manufacturing · receipts moved to Jan 15
Lowest point $587,000 at W48. W52 opens at $658,000.Payroll floor $500,000
W46W47W48W49W50W51W52
AssumptionCategory · Payroll · +$23,000 a payroll from Dec 1
Assumptions and payment rules change the forecast only.
AssumptionsBy category, cost center or client.
Payment rulesMove, split or hold payments that match a rule.
Saved scenariosCompare each one with the baseline.

Settings

Set up bank rules, scenarios, credit lines, hedges and transfers between your companies.

Bank rulesCategorize bank lines automatically.
Mapping rulesNew rule
NameMethodMatchesCategory
Gusto payrollRuleContains GUSTOPayroll
Lone Star receiptsRuleContains LONESTAR RAILCustomer receipts
Austin office rentRuleContains CONGRESS AVERent
Card spendMachine learningLearned from 412 linesTravel and expenses

Bank lines from First Limestone and Banco Mercantil del Bajío take their category the day they arrive.

Scenario rulesShift or exclude payments in a scenario.
Scenario payment rulesScenario Ironwood pays late
Rule and selectionAction
1Ironwood pays 30 days lateCounterparty is Ironwood PrecisionShift the due date by 30 daysOn
2Contractors on the 15thCategory is ContractorsMove to the 15th of the monthOn
3Hold the hireTag is Planned hireExclude from the scenarioOff

Each scenario of the forecast applies its own rules: the Ironwood scenario on the Cash page is one of them.

Credit facilitiesTrack credit lines, loans and drawdowns.
FacilitiesNew facility
Limit$750,000Drawn$0RateSOFR + 225 bps
Facility and lenderCurrencyLimitUtilization
Revolving creditFirst Limestone Commercial BankUSD$750,0000%
OverdraftBanco Mercantil del BajíoMXNMXN 2,000,00012%

Drawdowns, interest accruals and repayment schedules hang off each facility, and feed the forecast.

HedgesRecord FX forwards and swaps.
HedgesNew hedge
TradeNotionalCounterpartyMaturesRate
Oct 12FX forwardGBP 27,440 → USDFirst LimestoneNov 91.2702
Sep 30FX forwardUSD → MXN 4,200,000Banco Mercantil del BajíoDec 1518.42

The Thamesford invoice is covered at 1.2702: its dollars are known before the client pays.

Intercompany transfersMove cash between your companies and pool accounts.
Intercompany transfers
DescriptionFromToValueAmount
Nearshore payroll, NovemberMesabrook Advisory LLCMesabrook NearshoreNov 13$168,400
Staff loan settlement, Q3Mesabrook NearshoreMesabrook Advisory LLCOct 15$22,900
Cash pool · US operatingOperating Account - USDSavings$798,200 pooled
Treasury reportsCompare each month with the forecast.
Treasury reportsNew report
ReportInflowsOutflowsNetvs forecast
October 2026Nov 1, 06:00$612,300$571,900+$40,400−$18,700
September 2026Oct 1, 06:00$498,100$544,600−$46,500+$6,200
August 2026Sep 1, 06:00$529,800$533,200−$3,400−$2,900
Included in GrowthFrom $599 a month for up to 10 full users. Team members $8 each.
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Questions

Who creates the invoice in QuickBooks?

KPilot does, once finance approves the request. It is created in QuickBooks or ERPNext, depending on the company, and linked to its planned row.

How are expected receipts dated?

From each client’s payment history. An invoice to a client who pays late is placed on the date that client usually pays.

What are scenarios?

Assumptions and payment rules applied to the forecast without changing the data: a client paying in January, a hire in December, a supplier paid in two parts.

What if an amount has no exchange rate?

It is left out of the figures and listed under What needs you, with an Add the rate button.

Is invoicing on every plan?

Invoicing comes with Essentials. The cash forecast, scenarios and reconciliation come with Growth and Enterprise.

Works with the rest of KPilot

Margin GuardThe work you haven’t billedProject profitabilityWhat every engagement earnsIntegrationsQuickBooks, Gusto, Jira and more

Invoice on time and see your cash ahead.

Start with the Mesabrook demo, or connect QuickBooks.

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