About This Automation
Time tracking and billing is a manual, error-prone process that consumes significant staff hours each month. Accountants spend time reviewing entries, looking up rates, and manually creating invoices, with multiple handoffs between team members introducing delays and inconsistencies.
Automation validates time entries, retrieves billing rates automatically, and generates invoices in accounting software. The team spends less time on data entry and more time on client relationships and strategic work.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Workflow triggers when time entries are exported at the end of each billing period, typically weekly.
Automation retrieves all time entries for the period API, including duration, client code, and description.
Checks each entry for completeness, matches client codes to master list, and flags any missing or invalid data for manual review.
Retrieves the correct hourly rate for each client from a centralized rate table stored, cross-referencing service type if needed.
Automation multiplies hours by rates and groups entries by client, creating a summary of billable hours and total amount per client.
Automation creates draft invoices for each client, populating line items, hours, rates, and totals from the calculated data.
Automation sends a message to the senior accountant with a summary of invoices created, including client names and totals, ready for final review and approval.
Most popular tool stack used
— the complete tool combinations companies use
Toggl Track
Google Sheets
QuickBooks Online
Gmail
SlackWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
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