Roster-to-invoice billing involves exporting staff rosters, looking up pay rates, calculating billable hours, and manually creating invoices for each client. Manual rate lookups and invoice creation are error-prone and consume significant time each billing cycle.
Automation reads the roster data, cross-references rates automatically, calculates billable amounts with client adjustments, and generates invoices ready to send. Errors are caught before invoices leave, and the entire process completes in hours instead of days.
The full workflow, from trigger to completion.
The automation is triggered when the roster export file is placed in a shared folder or when a scheduled time arrives at the start of the billing cycle.
The automation reads the roster export file, parses staff names, dates, hours, and shift types, and stores them in a structured format.
The automation cross-references each staff member and shift type against the rate table, applies client-specific adjustments, and calculates billable hours and amounts.
The automation creates one invoice per client, populating line items, hours, rates, totals, and invoice metadata automatically.
Invoices are sent to client email addresses using a template, with the invoice PDF attached and a standard message.
Invoice details including number, amount, client, and send date are logged for tracking and reporting.
A summary notification is sent to the finance team confirming the number of invoices created and any exceptions that require manual review.
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