Retainer billing requires pulling logged hours, checking them against contracted scope, and calculating any overage before an invoice can go out. Doing this by hand for every client each month invites errors, slow turnaround, and inconsistent scope explanations.
An automated version pulls hours, compares them to scope, drafts the invoice with adjustments applied, and routes it for approval and delivery. Payment tracking and reconciliation happen without manual follow-up, so invoices go out faster and stay accurate.
The full workflow, from trigger to completion.
Sends the closed billing period's logged hours to the automation platform for reconciliation.
The Retainer Reconciliation compares logged hours to the client's scope, flags any overage, and creates a draft invoice.
Invoices that exceed the client's auto-send threshold are routed to the finance manager for a quick approve or reject.
Once approved or auto-cleared under threshold, the Invoice Delivery emails the invoice and logs it retainer tracker.
If the invoice is still unpaid after the due date, the Payment Follow-up sends a reminder email.
Once payment lands, the automation platform marks the invoice paid and reconciles it against the bank feed.
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