Send Invoices and collect payments (AR)

Use cases

• Payment management: Import bank and payment service transactions into Sanka and normalize payment data.
• HubSpot payment reconciliation / AI matching: Automatically match HubSpot deal payment data with Sanka invoices and let AI suggest matches.
• HubSpot AR management: Share collection status in HubSpot pipelines so both sales and accounting can see overdue balances.

Key setup points in Sanka

• Use Invoice for billing, Payment for collections, and Company / Contact for customers.
• For HubSpot integration, add custom properties on Deal/Company to link Sanka Invoice and Payment.
• Import payments via CSV or a payment service API integration. Track fees and FX differences with auxiliary account properties.

Operational steps

1. Create invoices: Generate Invoice from Order / Subscription and send the invoice PDF.
2. Import payments: Bulk register bank statements or payment reports via CSV, or generate Payment via integration.
3. Reconcile: Match Payment with Invoice. Add adjustment lines for fees and differences. Support partial payments and one payment for multiple invoices.
4. Monitor AR: Use views and dashboards to surface late payments and overdue AR, then auto-create follow-up tasks.
5. Sync to HubSpot: Sync payment status and outstanding balance to HubSpot Deal/Company so sales can see updates in real time.

Automation ideas

• Workflow actions: When a payment is recorded, auto-match related invoices and update statuses.
• Record actions: If outstanding days exceed a threshold, create reminder emails and tasks.
• Object actions: When HubSpot deal stage changes, sync the Sanka Invoice status.

Reporting and monitoring

• Visualize collection rate, average days to collect (DSO), and overdue balance by customer or owner.
• Manage a view of unreconciled payments and process it daily to avoid misses.