Retainer billing for digital agencies requires gathering scattered timesheets, matching hours to contracts, calculating overages, and manually creating invoices. Manual reconciliation is error-prone and creates disputes with clients over scope overages.
Automation compares timesheet data against retainer contracts in real time, flags overages with a clear audit trail, and generates invoices automatically. Clients receive accurate, same-day invoices with transparent overage documentation.
The full workflow, from trigger to completion.
On the scheduled billing date for a client, the automation fetches the retainer contract and timesheet data from the connected sources.
The automation pulls hours worked from the project management tool or timesheet system for the billing period.
The automation looks up the client contract to confirm retainer amount, scope limits, and overage rates.
The automation compares hours worked to the retainer scope, flags overages, and calculates fees. the automation produces a reconciliation summary with audit trail.
The automation creates the invoice with client details, retainer amount, overage fees, and line items. No manual re-entry is needed.
The automation logs the invoice and links it to the client record for billing history tracking.
The automation sends the invoice to the client via email with payment terms and a due date reminder.
The automation sends a confirmation message to the finance team with the invoice number, amount, and any flagged overages for review.
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