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.
The full workflow, from trigger to completion.
A timesheet is marked complete or submitted, triggering the automation workflow.
The automation retrieves all time entries from Toggl, including hours, project name, team member, and billable flag.
The automation cross-references each project name against the master project list and confirms the client code is correct.
The automation retrieves the correct hourly or day rate from the rate sheet based on project and team member, then calculates the billable amount.
The automation identifies any entries marked non-billable or with missing rate data and logs them notification for manual review.
The automation creates a new invoice with all line items, applying the calculated amounts, and sets the invoice status to draft.
The automation logs the billable hours and revenue to the project record for real-time margin tracking.
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.
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