Billing and work-in-progress to invoice is the process of extracting time and expense data, applying rates and adjustments, and creating client invoices. Manual compilation across multiple systems creates data entry errors, duplicates, and delays that compound across billing cycles.
Automation pulls time and expense records directly from timekeeping systems, applies billing rates and approved discounts, and generates draft invoices ready for review. The team focuses on exceptions and approvals instead of repetitive data entry.
The full workflow, from trigger to completion.
Automation runs on the scheduled billing date (e.g., 15th and last day of month) or when a user manually initiates the process. The automation platform checks for approved time entries for the billing period.
The automation queries API to retrieve all billable time entries, expenses, and project assignments for the period. Data is filtered by client and matter code.
The automation applies client-specific billing rates, multiplies hours by rate, and sums expenses. the automation cross-references a rate table stored to ensure accuracy.
The automation checks a discount and write-off rules table, applies any negotiated reductions, and flags unusual adjustments for human review.
If adjustments exceed a threshold or a client has a custom billing rule, the invoice is flagged for human approval. Otherwise, it proceeds to creation.
The automation uses the API to create a draft invoice with all line items, amounts, client details, and due date. The invoice is marked as draft pending final approval.
A confirmation email is sent to the billing supervisor with a link to the draft invoice. The email includes a summary of hours, expenses, and total amount.
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