In a staffing self-billing or evaluated receipt settlement arrangement, approved time or service evidence should not be treated as a supplier-issued invoice when the buyer creates the settlement document. Keep submitted work, buyer acceptance, buyer-generated invoice evidence, posted receivables, and cash as separate states. Add an amount to the collections forecast only when the documented process produces a supported receivable for the staffing supplier.
The buyer may create the invoice document
SAP documentation describes evaluated receipt settlement as a process in which the supplier does not submit an invoice for the purchase-order transaction; the buyer's system creates the invoice document from purchase-order and receipt evidence. SAP Fieldglass integration documentation also describes service-entry and ERS information exchanged before invoice creation.
For a staffing finance team, this reverses the ordinary billing handoff. An approved timesheet or service entry can be necessary evidence without being the final receivable record. Creating a separate supplier invoice when the buyer expects self-billing can introduce duplicates, while forecasting approved time as though a buyer invoice already exists can move unbilled work into AR too early.
Use the staffing timesheet readiness checklist for the upstream approval state. If the buyer workflow blocks approval because committed spend is exceeded, use the committed-spend exception.
Reconcile the self-billing handoff
Preserve:
- worker, assignment, service period, approved quantity, and rate source;
- purchase order, service-entry sheet, or work-order reference;
- buyer acceptance date and status;
- self-billing or ERS agreement and the responsible buyer entity;
- buyer-generated invoice or settlement identifier and date;
- tax, fee, or adjustment detail supplied by the buyer;
- supplier accounting invoice or receivable identifier, if posted;
- discrepancies between approved service and settlement amount;
- expected payment evidence, owner, and next review trigger; and
- bank receipt and application record after payment.
Use separate lanes for `submitted service`, `buyer approved`, `buyer invoice created`, `supplier AR posted`, and `cash observed`. Reconcile amounts at each transition. A buyer-created invoice should not be copied into a second open receivable if the supplier's accounting process already posts the same obligation.
If the settlement amount differs from approved staffing activity, keep the difference as a named exception rather than silently changing the expected cash. The post-invoice timesheet correction guide helps when the underlying service record changes after billing.
Decision rule
Forecast from the supported receivable created by the agreed self-billing process, not from submitted hours alone. Retain the buyer-generated invoice reference, reconcile it once to supplier AR, and keep unresolved service-to-settlement differences outside ordinary collection timing.
AR Pulse analyzes an authorized QuickBooks receivables export and ranks invoice-level exceptions. It does not operate buyer portals, approve time, or create invoices. Staffing finance teams can apply for AR Pulse.