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.
The full workflow, from trigger to completion.
A timesheet is submitted via email or time tracking tool, or a scheduled weekly review is triggered.
The automation reads timesheet data from email attachment, spreadsheet, or time tracking API and parses each entry into structured data.
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.
The automation queries a rate table, applies project-specific rates, discounts, and caps, and calculates the billable amount for each entry.
The automation builds invoice line items with hours, descriptions, rates, and amounts, ready for review and sending.
The automation sends a summary or email showing billable hours, non-billable time flagged, and a link to the draft invoice for final review.
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