Time-to-invoice billing involves manually exporting timesheet data, consolidating hours by client, looking up rates, calculating totals, and creating invoices in accounting software. Manual spreadsheet work and data entry create delays, errors, and bottlenecks that slow cash flow.
Automation retrieves billable hours from timesheets, consolidates them by client and project, looks up correct rates, calculates invoice totals, and generates draft invoices in accounting software.
The full workflow, from trigger to completion.
The automation is triggered when a billing period ends and timesheets are marked final. A webhook or scheduled check confirms all hours are locked.
The automation platform calls the API to retrieve all billable hours for the closed period, grouped by client and project.
The automation queries a rate lookup table (stored or a database) to match each project to its billable rate. Rates are validated against the client contract on file.
The automation multiplies hours by rates, applies any discounts or adjustments, and calculates tax and final totals. Line items are formatted for invoice output.
The automation creates a new invoice with all line items, client details, payment terms, and due date. The invoice is saved as a draft.
Once the finance manager approves the draft, the invoice is sent to the client with a templated cover message and PDF attachment.
The invoice number, client, amount, and send date are automatically logged for cash flow tracking and reporting.
A message is sent to the finance channel confirming the invoice has been sent and providing a summary of the billing cycle.
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