Retainer billing requires manual export of timesheets, comparison against client agreements, and reconciliation across multiple systems before invoices can be created. Manual steps introduce errors, delays, and repeated data entry that consume significant finance team capacity each month.
Automation compares logged hours against retainer caps, deduplicates entries from multiple sources, generates invoice line items, and sends invoices to clients on the same day. The finance team reviews only flagged discrepancies, freeing time for higher-value work.
The full workflow, from trigger to completion.
The automation is triggered on the scheduled billing cycle end date. Timesheets are locked and ready for processing.
The automation retrieves all logged hours for the period via API, extracting employee, client, project, and hours worked.
An intelligent compares logged hours against stored retainer agreements, flags any overages, and calculates billable amounts per client.
The automation merges hours from multiple sources, removes duplicates, and produces a clean, reconciled timesheet ready for invoicing.
The automation creates a formal invoice with line items, totals, client details, and payment terms, ready for review.
The invoice is sent to the client email address with a templated cover message and payment instructions.
Invoice number, amount, due date, and client are logged for payment tracking and follow-up.
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