Sales invoice status

Clear Books tracks each sales invoice from draft through sent, part paid, overdue, and paid. A Beam agent checks invoice status on a schedule or when a bank transaction arrives, reading due dates, amounts, and customer records tied to the invoice. Where an approved rule applies, such as marking an invoice paid once a matching payment lands or sending a reminder once it passes its due date, the agent updates the record or sends the reminder directly. Invoices with partial payments, disputed amounts, or customers on a payment plan get routed to a person instead of being closed automatically.

Bank feed reconciliation

Clear Books pulls in bank transactions through a connected feed and holds them unreconciled until matched to an invoice, bill, or expense. A Beam agent reads each incoming transaction alongside open invoices and bills, matching amounts and references according to an approved rule and marking the pair as reconciled. It can also apply standing rules for recurring transactions such as monthly subscriptions or rent. Transactions with no clear match, amounts that differ from the expected invoice, or anything flagged as unusual are left unreconciled and routed to a person to review before they are marked complete.

Expense claims and receipts

Employees and business owners log expense claims in Clear Books with an amount, category, and attached receipt. A Beam agent reads new claims as they are submitted, checking the category and amount against an approved policy, such as a spending limit per category or a required receipt attachment. Claims that fit the policy get approved and moved into the accounts for reimbursement. Claims that exceed a limit, are missing a receipt, or fall into a category needing manager sign-off are routed to a person for approval before they are paid out.