Time tracking and billable hours validation is the process of collecting consultant time entries, verifying project codes and billing eligibility, and syncing those hours into accounting software for invoicing.
Automation validates time entries against project rules, reconciles entries across tools, and syncs approved hours directly into accounting software. The result is faster invoice generation, fewer billing mistakes, and admin time redirected to higher-value work.
The full workflow, from trigger to completion.
A new time entry is created or updated with billable status and project tag.
The automation platform retrieves the full entry details including duration, project, client, and billable flag.
The automation cross-references the project code against the active project list and confirms billable eligibility.
The automation queries QuickBooks for any existing time entries for the same consultant, date, and project to prevent double-billing.
The automation creates a new billable time entry with the correct client, project, rate, and billable amount.
A summary row is appended to a Google Sheet tracking all synced time entries, timestamps, and billable amounts for audit.
Admin receives an email summary of all time entries synced that day, with a link to review and approve the batch before invoicing.
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