Reference · built on requestOperator by FibricFinance & billing

Balance Write-Off

Residual and aged customer balances under your threshold, each with a write-off or a final notice proposed for approval.

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About

Small balances linger after short payments, bank fees, and rounding. Older ones linger because nobody decided. Both sit in the aged receivables report month after month. This operator reads open invoices, payments, and credit notes in your ledger and finds every customer balance below the threshold you set, or older than the age you set.

For each one it checks the service desk for an open conversation about that invoice, then proposes one action: a credit note that clears a residual, a final notice that gives the customer a date, or a bad-debt journal for a balance that will not be paid. You approve each, or the batch, and a receipt records what was written and how to reverse it.

This is a reference listing. It documents what Fibric would read from Balance Write-Off and what it could propose, based on the vendor's published interfaces. Fibric builds it under a managed deployment when you request it; selecting it here installs nothing.

Inputs

  • Open sales invoices and what remains due on each: Xero ACCREC invoices with AmountDue and DueDate, QuickBooks Online Invoice and Payment records
  • Aged receivables by customer: Xero AgedReceivablesByContact, QuickBooks Online ARAgingDetail, Sage Intacct accounts-receivable/invoice and customer
  • Payments, credit notes, overpayments, and prepayments already applied to the customer; a residual is what remains after all of them
  • Open tickets or conversations tied to the customer or the invoice in Zendesk, Kustomer, or Freshdesk
  • Delivery and bounce events on the final notices it sent, from Twilio SendGrid or Amazon SES
  • The thresholds you set: the largest residual it may propose to write off, the age at which a balance qualifies, and customers excluded

Proposed actions

  • Target capability: propose a credit note against the invoice for a residual balance, allocated to that invoice on approval
  • Target capability: propose a final notice by email naming the invoice, the balance, and the date after which it is written off
  • Target capability: propose a bad-debt journal for an aged balance, to the account you choose, with the customer and invoices listed
  • Target capability: propose a note on the customer's conversation in the service desk recording the notice or the write-off
  • Target capability: propose holding a balance out of the batch where an open dispute exists in the service desk

Proposed actions are target capabilities. Every action runs propose-first and needs a validated deployment and the appropriate permissions.

What you can build

  • Clear the pennies after the close

    Xero invoices left with a few cents due after partial payments become one credit note proposal each. Approve the batch and each note is allocated to its invoice.

    With Xero

  • One last notice before the write-off

    Aged QuickBooks Online balances get a final notice through Amazon SES, and a note lands on the customer's Kustomer conversation the moment a person approves.

    With QuickBooks Online, Amazon Simple Email Service, Kustomer

  • Keep disputed balances out of the batch

    Where a Zendesk ticket about the invoice is still open, the Sage Intacct balance is held back and shown with the ticket, not proposed for write-off.

    With Sage Intacct, Zendesk

  • Do not write off a dead address

    Final notices go out through Twilio SendGrid. A bounce or a spam report comes back as a new case with the Freshdesk ticket attached, and the balance stays open until a person decides.

    With Twilio SendGrid, Freshdesk

Requirements

  • A ledger connector with invoices, payments, credit notes, and an aged receivables report: Xero, QuickBooks Online, or Sage Intacct
  • A service desk connector holding the customer's conversations: Zendesk, Kustomer, or Freshdesk
  • An email connector for final notices: Twilio SendGrid or Amazon SES
  • A written policy: the largest residual it may propose to write off, the age at which a balance qualifies, and who may approve
  • A shared customer key between ledger and service desk, usually the email address or an account number
Authentication
Credentials stay with the connectors. The ledger connector reads invoices and writes credit notes; the service desk connector reads conversations; the email connector sends notices. Each uses the scopes you grant it.

Limits

  • It proposes write-offs only below the threshold you set. Larger balances are listed for a person and never proposed.
  • It does not judge whether a customer will pay. It reports amount, age, and open conversations and leaves the decision with you.
  • A customer with no match in the service desk is shown without conversation context, and the proposal says so.
  • A final notice is one email. It does not run a reminder sequence; a collections cadence is a separate job.

Access and pricing

Reference listing. Fibric builds the operator under a managed deployment when you request it. Your quote covers the build, capabilities, usage, and support.

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Questions and answers

What exactly do I approve?
One proposal per balance: the customer, the invoice, the amount, its age, any open conversation, and the action chosen. You can approve one, change the action, or approve the batch. Nothing in the batch moves until you do.
What record does it leave?
For each approved item: the balance before, the credit note, journal, or notice it produced, the approver and time, and the reversing entry. For a notice, the delivery or bounce event is attached when it arrives.
Does it write off anything by itself?
No. A credit note, a journal, or a notice exists only after a person approves it. Each approved action happens once, never twice. If the same balance comes up again, the earlier decision is shown instead of a new proposal.
Ask about Balance Write-Off

Ask about the capabilities and requirements in this listing.

For project-specific requirements, contact Fibric.

This operator is developed, published, and supported by Fibric. Third-party names and logos identify the systems an integration connects to; they are the property of their respective owners, who are not affiliated with Fibric and do not sponsor or endorse this listing. Trademark policy