Time-to-invoice billing involves collecting billable hours, verifying rates, calculating amounts, and manually entering data into accounting software. Manual invoicing creates delays, errors, and duplicate data entry that consume significant finance staff time each month.
Automated invoicing pulls hours directly from timesheets, verifies rates against contracts, calculates totals with taxes and discounts, and generates invoices ready to send. The process eliminates manual entry and reduces time per invoice from to of review only.
The full workflow, from trigger to completion.
The automation is triggered when a project status changes to complete in the project tracker, or at the end of a scheduled billing period. The trigger captures the project ID, client, and date range.
The automation queries the timesheet tool for all billable hours in the project or period, and retrieves the project name, client, and assigned rate from the project database.
The automation queries a master rate table (stored or a database) to retrieve the correct hourly rate, any discounts, retainer amounts, and payment terms for the client and project type.
The automation multiplies billable hours by the verified rate, applies discounts and taxes, and generates the final invoice amount and itemized line items.
The automation creates a new invoice with the client, amount, line items, due date, and payment terms, and marks it as ready to send.
The automation exports the invoice and sends it to the client's email address, with a standard payment reminder message.
The automation records the invoice number, amount, and send date and posts a confirmation message with the invoice details and client name.
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