Time Tracking & Billable Hours

Q: Can the automation handle different billing rates for the same team member on different projects?

Yes, the automation looks up the correct rate based on both the team member and the project, applying any retainers or discounts stored in your rate sheet.

Q: Will the automation work with our existing accounting software?

The automation integrates with mainstream accounting platforms and generates invoice line items that sync directly to your system for review and sending.

Q: How does the automation handle non-billable time like training or admin work?

Non-billable entries are flagged separately and reviewed for any that should have been billable, creating a list for project manager follow-up.

Q: Do we still need someone to review invoices before sending them to clients?

Yes, a team member reviews the draft invoice for accuracy before it is sent, but the data entry and calculation work is already complete.

Billable hours get logged, approved, and invoiced without staff chasing timesheets every week.

180 hrs

Manual time identified

Companies have mapped

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About This Automation

Time tracking and billable hours processing involves reviewing timesheets, verifying project codes, looking up billing rates, and creating invoices manually. Manual entry and cross-referencing create delays, errors, and lost billable time that goes unrecovered.

Automation validates timesheet data against project and client records, calculates billable amounts with correct rates, and generates invoice line items automatically. the team focuses on review and client communication instead of data entry.

Key features:

Validate project codes and client names against your master records automatically

Look up billing rates and calculate billable amounts without manual spreadsheet work

Flag non-billable and unbilled time for project manager follow-up

Generate invoice line items ready for review in your accounting software

Update project profitability records with billable hours and revenue in real time

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 lookups Staff spend time searching contracts and rate sheets for each project and team member combination.	80%
2	Project code mismatches Timesheet entries with incorrect or missing project codes require manual correction and follow-up.	67%
3	Invoice data entry errors Manual transcription of hours and rates into invoices leads to corrections and client disputes.	53%
4	Unbilled time discovery Non-billable entries are flagged late, after invoices are sent, reducing recovery opportunities.	40%
5	Project profitability delays Manual updates to project trackers lag behind invoice creation, delaying profitability visibility.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.6/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Timesheet Submitted in Toggltrigger

A timesheet is marked complete or submitted, triggering the automation workflow.

2. Fetch Timesheet Data

The automation retrieves all time entries from Toggl, including hours, project name, team member, and billable flag.

3. Validate Project & Client Codes

The automation cross-references each project name against the master project list and confirms the client code is correct.

4. Look Up and Apply Billing Rates

The automation retrieves the correct hourly or day rate from the rate sheet based on project and team member, then calculates the billable amount.

5. Flag Non-Billable or Discrepant Hours

The automation identifies any entries marked non-billable or with missing rate data and logs them notification for manual review.

6. Create Invoice

The automation creates a new invoice with all line items, applying the calculated amounts, and sets the invoice status to draft.

7. Update Project Profitability

The automation logs the billable hours and revenue to the project record for real-time margin tracking.

8. Notify Finance Manager for Review

A message is sent to the finance manager with a link to the draft invoice and a summary of hours and amount for final approval before sending.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

13% 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

Every scenario checked and signed off before the automation goes live.

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a timesheet entry has a missing or incorrect project code?

The automation flags the mismatch against your project master file and notifies your team for correction before the entry is processed for invoicing.

Can the automation handle different billing rates for the same team member on different projects?

Will the automation work with our existing accounting software?

How does the automation handle non-billable time like training or admin work?

Do we still need someone to review invoices before sending them to clients?

View more FAQs

Process pain:8.6/10

Mapped by:4 Companies

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Page updated 10 August 2026