Time tracking and billable hours validation is the manual process of collecting engineer timesheets, validating hours against project contracts and rate cards, and creating invoices. Manual validation is error-prone, time-consuming, and delays invoice delivery by days.
Automation validates all time entries against project rules and client contracts in real time, applies correct rates automatically, and flags only exceptions for review. Invoices are created same-day with accuracy.
The full workflow, from trigger to completion.
Engineer logs hours with project, task, and billable flag. Automation detects new entry and begins processing.
Automation retrieves time entry details, including project code, duration, rate, and billable status, API.
The automation cross-references time entry against stored project rules, client contracts, and rate cards. assigns correct billable status and rate, flagging any exceptions.
Automation appends validated hours to a master timesheet, organized by client, project, engineer, and rate. Subtotals are calculated automatically.
Automation checks if billable hours for a client have reached invoice threshold or if end-of-week trigger has fired. If yes, proceed to invoice creation; if no, wait for next entry.
Automation creates invoice from compiled hours, linking to correct client, project, and billing period. Line items and totals are populated automatically.
Automation sends invoice to client portal or email. Invoice includes all billable hours, rates, and payment terms.
Automation logs billable hours, invoice details, and client billing record for reporting and future reference.
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