SFE WORKING GUIDES / SALES
Follow up invoices using evidence, not assumptions
A quotation, issued invoice and received payment are different records. Mixing them can make an outstanding balance look larger than the money genuinely owed.
By Stark Fiber Enterprise · Published 13 October 2026 · Practical guidance for manual business records
Editorial illustration. Equipment shown is not part of the digital pack.
Set up the record
Enter invoice numbers exactly as issued, with the customer, due date, currency and amount. Keep cancelled quotations and disputed items separate from ordinary collection work. Agree who owns the next customer contact.
Use it in the workflow
Match payments using bank or gateway references and retain the evidence location. Do not mark an invoice paid solely because a customer says they initiated a transfer. Record partial payments carefully.
Review and maintain
Review the register against your actual accounting records. This manual tracker does not calculate tax, submit e-Invoices, reconcile a bank feed or replace accounting advice.
Apply the routine with your own records.
Issued invoices, due dates, payment evidence and a customer follow-up owner. Start with a small working copy so the team can agree field meanings before adding its full record set.
Keep a blank master, nominate an owner and decide when the records will be reviewed. If the workflow needs automatic validation, shared permissions or integration with another system, treat that as a separate software requirement.
This guide supports the stated manual workflow. It is not a substitute for your organisation’s approved procedures or professional advice where required.