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.
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.
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