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Approval and invoicing

Closing the loop. After approval, you can collect payment, issue the document available for your market, and follow up on pending balances.

Requirements

  • Permission: on the quote detail, Mark approved, Record payment, and the button to issue the document appear for anyone with the Approvals permission.
  • Status: the document is issued from an Approved or Paid quote.
  • Country and plan: the document type depends on your country and plan (see below).

Digital Approval

When the client reviews the link and clicks Approve quote (see Approval and technical evidence), several things happen:

  1. The status changes from Sent or Viewed to Approved.
  2. The quote is commercially frozen: it can no longer be modified or resent.
  3. If you configured a deposit or cash payment and your account collects online, payment on the link is enabled automatically.

If the client approved through another channel, you can use Mark approved from the quote’s details.

Invoicing: a different document depending on your country

Cord doesn’t issue the same kind of receipt everywhere — your business’s country and your plan decide the rail. The button appears in the actions panel of an Approved or Paid quote:

  • Mexico: on the Starter plan or higher, the button is Stamp CFDI 4.0 and it stamps with the SAT through a certified electronic-invoicing provider. On the Free plan the button is Issue pro forma: a numbered pro forma that does not replace a tax invoice.
  • Spain: on the Starter plan or higher, with your organization’s certificate uploaded, Cord issues the invoice with its chained Verifactu record and sends it to the AEAT (in beta). Until those conditions are met, the button is Issue pro forma: a numbered pro forma that does not replace a tax invoice.
  • Argentina, Brazil, Chile, Colombia, and Peru: the button is Issue invoice. If issuing with the country’s authority is active on your account (new feature, from Starter), it creates the authorized e-invoice, with the legal number the authority assigns; if not, a standard invoice that is not filed with the authority.
  • Other supported markets (United States, Canada, United Kingdom, Germany, and France): the button is Issue invoice and it creates a standard invoice with sequential numbering and taxes configured by the business, without automatic filing with the local tax authority. In Germany and France it can also be downloaded as a European e-invoice (see European e-invoicing).

See the full country-by-country detail in Fiscal invoicing by country.

CFDI 4.0 stamping (Mexico)

  1. Go to the approved (or paid) quote and click Stamp CFDI 4.0. Cord asks you to confirm before issuing.
  2. Cord builds the CFDI with the data the client already has: the name entered under Company, their RFC, tax regime, postal code, and CFDI use. There’s no extra step to fill them in: if the client has no RFC on file, the CFDI is issued with the generic general-public RFC (XAXX010101000), so review their data on their profile before stamping (see Client data).
  3. If the client approved only some line items, only the approved lines are invoiced. If the quote carries a document discount or a coupon, it’s reapplied to what was approved and the coupon doesn’t count another use.
  4. Cord sets the payment method from what you’ve already collected: if the quote is already fully paid, the CFDI goes out PUE with the payment’s form; if it will be collected later (for example, with Net 30 terms), it goes out PPD and Cord stamps a payment complement for each payment it receives. See Payment method: PUE or PPD.
  5. When it’s done, the receipt appears in the Tax documents section of the details, with its number, its UUID, and links to download the PDF and the XML, and the quote moves to Invoiced. Cord doesn’t email the receipt to the client automatically from this step: download it and share it, or email it from Invoices.

Active stamping: to stamp on behalf of your business you need the Starter plan or higher and your CSD uploaded (see CSD). If tax stamping isn’t active on your account yet, the document is marked as Simulated or Tax test mode: it’s recorded for audit purposes, but it is not a valid CFDI before the SAT.

Collections and Treasury

For quotes with credit terms (Net 7 to Net 90) or those where the client only paid the advance, Cord has a Collections and Treasury module — the full picture lives in Treasury and FX Lock and Autonomous Collections (AI); here’s a summary of how it connects to a closed quote.

Late interest

Automatic application is suspended while the country-by-country legal review is completed. Saved rates do not generate new charges during this period.

Autonomous Collections Agent (AI)

Available from the Pro plan, Cord’s AI Agent monitors your overdue portfolio and, depending on the mode you choose (Approval or Automatic), drafts personalized collection emails and can propose a monthly installment plan to the debtor, which only the debtor can accept. The full behavior lives in Autonomous Collections (AI).

Predictive Treasury

In Reports › Cash flow · 90 days (Pro plan or higher), Cord crosses the credit terms of your open quotes with each client’s actual payment behavior to give you a more realistic estimate of the money that will actually come in over the next 90 days.

Common problems

I don’t see the button to issue. The quote isn’t Approved or Paid, or your role doesn’t have the Approvals permission.

The document came out as Simulated or Tax test mode. Stamping isn’t active on your account yet: check your plan and your CSD.

The invoice has fewer lines than the quote. The client approved only some lines; only approved lines are invoiced.

The CFDI came out PPD. The quote wasn’t fully paid when it was stamped. Each payment that arrives later gets its automatic payment complement.