Time Tracking & Billable Hours

Q: Do consultants need to change how they submit timesheets?

No. Automation integrates with existing timesheet sources like spreadsheets or time tracking tools, so consultants continue submitting hours the same way.

Q: Can automation handle different rates for different clients or projects?

Yes. Automation reads project rate cards and client-specific discounts from your project management or accounting system and applies them automatically to each invoice line item.

Q: What if a consultant's hours need to be corrected after invoicing?

Automation creates draft invoices that require human approval before sending, so corrections can be made during the review step. After approval, adjustments follow your standard credit note or amendment process.

Q: Will automation work with our current accounting software?

Automation integrates with mainstream accounting platforms like Xero, QuickBooks Online, and FreshBooks. Your implementation team will confirm compatibility during setup.

Accurate billable hours flow from your team's calendar and project tools directly into your invoicing system, with no chasing or data re-entry.

192 hrs

Manual time identified

Companies have mapped

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About This Automation

Time tracking and billable hours processing involves collecting consultant timesheets, validating them against project rules and rate cards, and converting them into client invoices.

Automation collects timesheets, validates billability rules and rates automatically, generates draft invoices in accounting software, and flags exceptions for human review. The result is same-day invoicing, zero manual data entry errors, and real-time revenue visibility.

Key features:

Collect timesheets from consultants via email or spreadsheet and consolidate them automatically

Validate billability rules, non-billable time caps, and client-specific discounts without manual cross-referencing

Apply hourly rates and negotiated discounts from project rate cards in real time

Generate draft invoices with line items, totals, and client details ready for approval

Flag non-billable time and rate exceptions for finance manager review

Update revenue tracking and project profitability reports automatically after invoice approval

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 rate and discount verification Finance staff manually cross-reference project rate cards and negotiated discounts, introducing inconsistencies and delays.	80%
2	Timesheet consolidation bottleneck Downloading and merging timesheets from multiple sources consumes 25 minutes per cycle and creates version control issues.	67%
3	Data entry errors in invoicing Manual entry of hours and rates into accounting software causes 8-12 errors monthly, requiring rework and client corrections.	53%
4	Delayed revenue recognition Multi-day invoicing cycle delays revenue visibility and project profitability reporting by 3-5 days.	40%
5	Inconsistent billability compliance Manual validation of billability rules and non-billable time caps is inconsistent across consultants and projects.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.9/ 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. Timesheet Submittedtrigger

A timesheet is submitted via email or uploaded to the shared folder, triggering the automation.

2. Extract Hours

The automation pulls logged hours for the week, grouped by consultant, project, and client.

3. Validate Billability Rules

The automation checks each entry against project billability rules, non-billable time caps, and client-specific discounts stored.

4. Apply Rates and Discounts

The automation applies the correct hourly rate from the project rate card and any negotiated discounts, calculating the billable amount.

5. Create Invoice

The automation creates a draft invoice with validated line items, totals, and client details.

6. Send Approval Notification

The finance manager receives a notification with a summary of the invoice and a link to approve or reject it.

7. Send Invoice to Client

Once approved, the invoice is automatically sent to the client and marked as sent.

8. Update Revenue Report

The automation logs the invoiced hours and revenue and updates project profitability dashboards.

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

What happens to timesheets that don't match billability rules?

Automation flags non-billable time and rate exceptions for the finance manager to review and approve before invoicing. The manager can adjust rules or approve exceptions on a case-by-case basis.

Do consultants need to change how they submit timesheets?

Can automation handle different rates for different clients or projects?

What if a consultant's hours need to be corrected after invoicing?

Will automation work with our current accounting software?

View more FAQs

Process pain:8.9/10

Mapped by:4 Companies

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Page updated 10 August 2026