Billing a client after a project milestone requires pulling hours, expenses, and contract terms from separate systems before an invoice can be built. Because these pieces live in different places, the work is repetitive, error prone, and easy to delay past the point where cash flow suffers.
An automated version gathers billing data the moment a milestone closes, drafts the invoice, and routes it for approval before sending it to the client. Overdue balances are then tracked and followed up on without anyone needing to check a separate report.
The full workflow, from trigger to completion.
The automation platform watches for completed milestones and the studio's billing calendar for cycle dates.
The Billing Data Aggregator pulls logged hours, expenses, and contract rates.
The Invoice Builder applies the correct rates and assembles a clean set of billable line items.
The line items are written directly into a new invoice for the project.
Invoices under the auto-send threshold are emailed to the client contact straight.
Invoices above the threshold route to the studio director's inbox for a manual check before sending.
The sent invoice's number, amount, and due date are written to the AR tracker automatically.
The Payment Follow-up checks due dates daily and sends reminder emails when a balance goes overdue.
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