Commercial · Feature

AI invoicing: issue, collect, and reconcile without ever retyping a number

Generate electronic invoices with LATAM tax validation, connect to your accounting, and collect through built-in payment links (SINPE, card, transfer). The AI catches errors before issuing and reconciles payments on its own.

Intermediate 10 min read facturaciónfacturascobroselectrónica
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Screenshot of the Invoicing module in Pilot Desk
In 30 seconds
  • You generate invoices from CRM proposals or from scratch.
  • Each invoice has a status: draft, issued, sent, collected, overdue.
  • You can email them directly to the client, with a Zelr payment link included.
  • Collected invoices automatically feed Sales and Cash Flow.

What is Invoicing?

This is where you generate the invoices your business issues. Whether you sell products, services or subscriptions, the logic is the same — a client, items, amount, taxes, total.

Create an invoice

  1. Click 'New invoice'.
  2. Choose the client (from Clients or create a new one).
  3. Add items: description, quantity, unit price.
  4. Pilot calculates taxes according to your institution's settings.
  5. Set the payment terms (cash, 15 days, 30 days).
  6. Save as a draft or issue it directly.

Draft vs Issued

Send it to the client

You click Send by email. Pilot preloads the recipient (the client's email), a reasonable subject and a body with your branding. If you have Zelr enabled, the email body includes an automatic payment link.

Invoice statuses

  • Draft (gray) — still editable.
  • Issued (blue) — has a tax number, ready to send.
  • Sent (purple) — the client received it by email.
  • Collected (green) — the payment was confirmed.
  • Overdue (red) — the due date passed without payment.

Example: from CRM proposal to collected invoice

Example

You closed the Pro plan proposal with Karina for ₡480,000.

  1. In CRM, you move the card to 'Closed won'.
  2. A 'Generate invoice' button appears — click.
  3. Pilot preloads the invoice with Karina's details and the amount.
  4. You review, issue, and send by email with a Zelr link.
  5. Karina opens the email and pays via the link.
  6. The invoice automatically moves to 'Collected'.

You sold, invoiced and collected without opening Excel. And every report (Sales, Cash Flow, Accounting) already reflects the income.

Collection reminders

If an invoice approaches its due date, Pilot can send a reminder email to the client (configurable). If it becomes overdue without payment, it alerts you so you can follow up. You enable this in Settings → Invoicing → Reminders.

How it connects with other modules

How it connects: Invoicing

CRMClosed proposals generate invoices with one click. ZelrSent invoices include a payment link. SalesCollected invoices add to the Sales dashboard. Cash FlowPending invoices project future income. AccountingEach collection automatically generates an accounting transaction.

If something does not work

If something fails

I issued an invoice with an error.

Issue a credit note and then a new invoice with the correct details. Issued invoices are not edited, for tax validity reasons.

The client says they did not receive the invoice.

Click 'Resend' from the invoice detail. Also check whether their email is spelled correctly on their Clients record.

The taxes do not come out as I expect.

The tax settings are in the administration panel (gear → Invoicing). There you adjust the VAT rate, withholdings, etc.

Real use cases

Sales automation

The invoice goes out the moment the deal closes — no intermediate spreadsheet.

Integrations that power this feature

Connect Pilot with the tools your team already uses. The AI orchestrates between them without you switching screens.

QuickBooksQuickBooks OdooOdoo ShopifyShopify WooCommerceWooCommerce VTEXVTEX StripeStripe

Industries where it shines

Retail

Cómo Pilot ayuda al sector retail.

Professional services

Cómo Pilot ayuda al sector professional services.

Restaurants

Cómo Pilot ayuda al sector restaurants.

Manufacturing

Cómo Pilot ayuda al sector manufacturing.

Frequently asked questions

Does it support electronic invoicing in my country?
We support tax formats for Costa Rica (Hacienda), Mexico (SAT 4.0), Argentina (AFIP), Colombia (DIAN), Chile (SII), and Peru (SUNAT). If your country isn't covered, we can integrate it: the architecture is modular and a new format takes 2-4 weeks of dedicated work.
Can the AI get it wrong when validating an invoice?
The AI catches common errors (invalid tax ID, totals that don't add up, nonexistent item). If it detects an ambiguous case, it doesn't issue — it shows it to you so you decide. It never issues anything on its own that carries a risk of tax rejection.
How does collection by link work?
Every invoice can generate a Zelr payment link (Pilot's collections module). You send it over WhatsApp, email, or paste it on your site. The customer pays by card, SINPE, or transfer. When they pay, the invoice is marked as collected automatically and the journal entry is generated on its own.
Does it connect to my accounting?
Yes. We support QuickBooks (all plans) and Odoo (Enterprise/Community). Each issued invoice generates the matching journal entry in your system. If you use other accounting software, we can export standard XML/JSON to import it.
What if I issue thousands of invoices a month?
Pilot is built to scale — there are clients issuing 10,000+ invoices monthly without trouble. Throughput depends on the country and the tax authority's queue at any given moment, but Pilot handles automatic retries and an issuing queue without you having to monitor it.

Want to see your invoicing close itself?

Book a 30-minute demo. We show you how Pilot connects to your current CRM and accounting and issue a test invoice live, with collection by link included.

Request a demo