Time tracking and billable hours processing requires manual consolidation from multiple sources, verification against client codes, rate lookups, and calculation of billable amounts. This fragmented workflow creates delays, data entry errors, and unbilled hours that reduce revenue.
Automation validates time entries against client and project rules, looks up billable rates automatically, calculates amounts with rounding rules applied, and prepares invoice line items ready for approval. The result is faster invoicing, higher accuracy, and fewer missed billable hours.
The full workflow, from trigger to completion.
The automation is triggered every Friday at 5 PM or when a timesheet submission is received. It pulls all time entries logged in the past week and Google Calendar.
The automation retrieves all time entries for the week, including duration, project tag, and description. Entries are filtered to include only those marked as billable.
The automation reviews each entry against a master client list and project code database. Entries without a valid code are flagged and held for manual review. Valid entries are tagged with the correct client and project.
The automation queries a rate card stored, matching staff member, client, and service type to the correct hourly rate. Rate overrides are applied if the entry has a special rate tag.
Hours are multiplied by the billable rate and rounded according to company policy. The result is stored as a billable amount for each entry.
Validated and calculated entries are automatically formatted and posted as invoice line items, grouped by client and project. The invoice is created in draft status.
A notification is sent to the project manager or finance lead with a summary of billable hours, amounts, and a link to the draft invoice for review.
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