Prepare completed project work for billing
Bring approved time, expenses and milestone evidence together with contract billing rules so finance can see what is ready and what still needs attention.
- Starts with
- A billing date or contract milestone arrives.
- Who decides
- Project owner confirms completion; finance approves and issues the invoice in the billing system.
- Output
- Billing review worksheet; Exception queue; Approved billing handoff
- Inputs
- Project and contract billing rules — The project-to-contract relationship, billing schedule, rates or milestone terms and required purchase-order information.
- Approved time, expenses and actuals — Recorded project work with source identifiers, approval status and the dates covered by the proposed billing period.
- Completion and acceptance evidence — Deliverable completion, milestone signoff and any client acceptance required by the agreement.
- Invoice history and open exceptions — Previously billed items, credits, unresolved billing questions and corrections recorded by finance.
The evidence finance needs to review project billing
Bring approved time, expenses and milestone evidence together with contract billing rules so finance can see what is ready and what still needs attention.
Configure and validate this starting point around your sources, permissions, and review responsibilities before implementation.
- 01Agent preparation
Identify the work due for billing
Match the billing period or milestone to the project and contract. Gather approved time, expenses or completion evidence according to the applicable billing method.
- 02Agent preparation
Check eligibility and prior billing
Compare each candidate item with contract rules, approval records and invoice history. Flag missing acceptance, purchase-order requirements, prior billing or unmatched project references.
- 03Agent preparation
Assemble the billing review packet
Separate supported items from exceptions. Link each item to its evidence and assign missing information to the project owner or finance contact who can resolve it.
- 04Human decision
Confirm completion and approve billing
The project owner confirms the work and required acceptance. Finance approves eligible items or returns them for correction, then issues any invoice through the authorized billing system.
Project owner confirms completion; finance approves and issues the invoice in the billing system.
What the team receives
- Billing review worksheet
- Candidate billable items matched to contract terms, approval evidence and prior billing records for finance review.
- Exception queue
- Missing approvals, unclear acceptance, duplicate candidates and other blockers, each with an owner and requested next action.
- Approved billing handoff
- The reviewed items and decision record that finance can use in its billing system. The workflow does not issue the invoice or recognize revenue.
Scope this workflow around your operation.
Agencies and professional services firms with traceable project billing records, contract terms and an accountable finance reviewer.