Progress billing requires manual extraction of project milestone data, calculation of earned revenue, and invoice creation across multiple tools and spreadsheets. Manual data entry and multi-round approvals create delays and calculation errors that slow cash flow.
Automation monitors project milestones, calculates earned revenue automatically, generates invoices in the accounting system, and routes them for approval. Invoices reach customers in one day instead of five to seven, with zero calculation errors.
The full workflow, from trigger to completion.
The automation monitors project status changes and detects when a milestone is marked complete and the billing date threshold is met.
The automation pulls milestone details, contract value, completion percentage, and dates directly from the project management system via API.
The automation applies the percentage-of-completion formula, subtracts prior invoices, and calculates the amount due, with all calculations logged for audit.
A new invoice is created automatically with all line items, amounts, and customer details populated from the extracted data.
Completion certificates and progress documentation are automatically retrieved and linked to the invoice record.
The invoice and supporting docs are sent to the designated approver via email with a direct link to review and approve in QuickBooks or a shared portal.
Once approved, the invoice is automatically emailed to the customer with payment terms and instructions, and logged in the tracking system.
A confirmation message is sent to the finance team with invoice number, amount, and customer, closing the workflow.
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