Time Tracking & Billable Hours

Q: How does automation handle different billable rates for the same project?

Rates are stored in a centralized rate sheet organized by project, client, and staff level. Automation looks up the correct rate for each entry based on these attributes and applies it automatically.

Q: Can automation apply negotiated discounts and retainers to invoices?

Yes. Discounts, retainers, and billing caps are configured in the rate sheet and applied automatically to each billable entry.

Q: What tools does this automation work with?

Automation integrates with time tracking tools like Toggl Track, spreadsheets like Google Sheets, and accounting software like Xero. It also works with other mainstream time tracking and accounting platforms.

Q: How does the project manager review and approve invoices before sending them to clients?

Automation generates a complete invoice with all line items, totals, and reconciliation checks. The project manager reviews the invoice, approves it in the accounting system, and it is sent to the client automatically.

Automated time capture and invoice generation keeps billable hours from slipping through the cracks.

268 hrs

Manual time identified

Companies have mapped

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About This Automation

Time tracking and billable hours processing involves collecting timesheets, validating entries, applying rates and discounts, and building invoices for client billing. Manual review of each entry against project rates and terms is error-prone and consumes significant project manager time.

Automation validates timesheet entries, looks up billable rates, applies negotiated terms, and generates invoice line items automatically. The project manager reviews only exceptions and approves the final invoice, reducing processing time and billing errors.

Key features:

Validate timesheet entries for completeness and flag missing or unclear data automatically

Classify entries as billable or non-billable based on task type and project rules

Look up and apply correct billable rates from a centralized rate sheet

Calculate billable amounts with negotiated discounts, retainers, and caps applied

Generate invoice line items with hours, descriptions, and amounts ready for approval

Reconcile timesheet totals to invoice totals and flag discrepancies

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 lookup across projects Project manager must find correct billable rates from multiple sources for each entry, consuming 30 minutes per cycle.	80%
2	Discount and adjustment calculation Negotiated discounts, retainers, and caps are applied manually, introducing calculation errors and rework.	67%
3	Invoice line item data entry Hours, descriptions, and amounts are typed manually into invoice template, duplicating effort and creating transcription errors.	53%
4	Incomplete or unclear timesheet entries Missing project assignments or task descriptions require back-and-forth clarification, delaying invoice processing.	40%
5	Post-invoice discrepancy discovery Unbilled hours and calculation errors are often discovered after invoicing, requiring invoice corrections and client communication.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.8/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Timesheet Submittedtrigger

A timesheet is submitted via email or time tracking tool, or a scheduled weekly review is triggered.

2. Extract Time Entries

The automation reads timesheet data from email attachment, spreadsheet, or time tracking API and parses each entry into structured data.

3. Validate & Classify Entries

The automation reviews each entry for completeness, matches it to a project, and classifies it as billable or non-billable based on task type and project rules.

4. Look Up Rates & Apply Rules

The automation queries a rate table, applies project-specific rates, discounts, and caps, and calculates the billable amount for each entry.

5. Create Invoice Line Items

The automation builds invoice line items with hours, descriptions, rates, and amounts, ready for review and sending.

6. Notify Project Manager

The automation sends a summary or email showing billable hours, non-billable time flagged, and a link to the draft invoice for final review.

Most popular tool stack used

— the complete tool combinations companies use

48% of companies

28% of companies

16% 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 is missing project information or task description?

Automation flags incomplete entries and notifies the project manager for clarification. The entry is held from invoice generation until the team member provides the missing details.

How does automation handle different billable rates for the same project?

Can automation apply negotiated discounts and retainers to invoices?

What tools does this automation work with?

How does the project manager review and approve invoices before sending them to clients?

View more FAQs

Process pain:8.8/10

Mapped by:4 Companies

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Page updated 10 August 2026