Time tracking and billable hours management requires manually collecting timesheets from team members, consolidating entries across multiple sources, and calculating billable amounts for invoicing.
Automation validates time entries against project codes, calculates billable hours and revenue automatically, and syncs data directly to invoicing systems. The result is accurate invoices sent within one day and real-time visibility into billable hours throughout the billing period.
The full workflow, from trigger to completion.
Automation is triggered at the end of the billing week or month, or when a manual signal is sent. The system pulls all time entries from the time tracking tool.
Automation retrieves all time entries for the billing period API, including duration, project, task, and team member.
The automation checks each entry for completeness, matches it to the correct project and client code using stored mappings, and flags any missing or ambiguous data for human review.
Automation looks up the billable rate for each project and client from a master rate table, multiplies hours by rate, and calculates total billable revenue per project.
Automation compares billable hours and revenue against project budget and alerts the project manager if hours exceed the budget or if unbilled time is detected.
Automation creates invoice line items for each project, populated with billable hours, rates, and revenue. The invoice is marked as ready for review.
Automation sends a notification to the finance lead with a summary of billable hours, revenue, and any flagged items, with a link to review and approve the invoice.
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