Progress Billing & Payment Claims

Q: Will the automation work with our existing project management tool?

Yes, the automation connects to your project management system to monitor milestones and extract data. If you use a tool not yet integrated, we can build a custom connector.

Q: What happens to invoices if a milestone is marked complete by mistake?

The automation creates a draft invoice for review before sending to the customer, so errors can be caught during approval. You can also set rules to flag unusual milestone completions for manual verification.

Q: Can the automation handle different contract types and billing structures?

Yes, the system can be configured to handle fixed-price contracts, cost-plus billing, and milestone-based invoicing. Complex or non-standard contracts can be flagged for manual review.

Q: How does the automation handle supporting documents like completion certificates?

The system automatically locates and attaches completion certificates, progress photos, and signed forms from your cloud storage or email to each invoice before sending to the customer.

Keep cash flowing on site by automating progress claim preparation, submission, and payment chasing across every active contract.

428 hrs

Manual time identified

Companies have mapped

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About This Automation

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.

Key features:

Monitor project milestones and extract completion data automatically from project records

Calculate earned revenue based on contract value and percentage complete without manual formulas

Generate invoices directly in the accounting system with all line items and amounts populated

Route invoices for approval and incorporate feedback without manual editing cycles

Send approved invoices to customers and log them in tracking systems automatically

Maintain an audit trail of all invoice versions and approval decisions

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual data extraction and entry Finance staff spend significant time copying milestone data, contract values, and completion percentages between systems by hand.	80%
2	Revenue calculation errors and rework Manual formulas for earned revenue calculations are error-prone, requiring multiple checks and recalculations before approval.	67%
3	Multi-round approval cycles Invoices often require two to three rounds of back-and-forth feedback, with manual edits and resends delaying customer delivery.	53%
4	Scattered supporting documentation Completion certificates and progress photos are stored across email and cloud folders, requiring manual location and attachment.	40%
5	Manual tracking spreadsheet updates Invoice details must be manually entered into a master tracking sheet to monitor payment status and aging.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.2/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Milestone Completion Detectedtrigger

The automation monitors project status changes and detects when a milestone is marked complete and the billing date threshold is met.

2. Extract Project & Completion Data

The automation pulls milestone details, contract value, completion percentage, and dates directly from the project management system via API.

3. Calculate Earned Revenue

The automation applies the percentage-of-completion formula, subtracts prior invoices, and calculates the amount due, with all calculations logged for audit.

4. Generate Invoice in QuickBooks

A new invoice is created automatically with all line items, amounts, and customer details populated from the extracted data.

5. Attach Supporting Documents

Completion certificates and progress documentation are automatically retrieved and linked to the invoice record.

6. Route for Approval

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.

7. Send Approved Invoice to Customer

Once approved, the invoice is automatically emailed to the customer with payment terms and instructions, and logged in the tracking system.

8. Notify Finance Team

A confirmation message is sent to the finance team with invoice number, amount, and customer, closing the workflow.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

528 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens to invoices that need changes after approval?

The automation can incorporate feedback and resend invoices for re-approval without manual editing. If major changes are needed, the system flags the invoice for manual review by finance staff.

Will the automation work with our existing project management tool?

What happens to invoices if a milestone is marked complete by mistake?

Can the automation handle different contract types and billing structures?

How does the automation handle supporting documents like completion certificates?

View more FAQs

Process pain:9.2/10

Mapped by:4 Companies

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Page updated 10 August 2026