Stage-based invoicing requires matching completed project milestones against contract terms, logged time, and expenses before a bill can go out. Doing this by hand means manual spreadsheet math, email chains for approval, and frequent errors in the work-in-progress ledger.
An automated version detects milestone completion, calculates the work-in-progress value, and routes a draft invoice for approval without manual entry. The result is faster, more accurate billing and a WIP ledger that stays current with less rework.
The full workflow, from trigger to completion.
Workflow starts the moment a project manager marks a billing stage complete project board.
The WIP Calculation pulls logged hours and expenses and computes the stage value against the signed contract schedule.
A draft invoice is created using the calculated stage value and project billing codes.
The project manager receives a message with the draft invoice and WIP summary for approval.
If the project manager flags a discrepancy, the draft reopens for adjustment before resubmission.
Once approved, the finalized invoice is emailed to the client contact directly.
The billed amount is posted to the WIP ledger, reducing the outstanding work-in-progress balance.
The approval trail and supporting backup are attached to the invoice record for audit purposes.
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