Unbilled work does not become cash
Finished work sits in timesheets, job records and delivery lists while someone finds the right rate, checks the contract and rebuilds the invoice. Missing rates and expired terms turn billing day into a hunt, while older work stays buried in work in progress. This is for US companies with 10–200 people and a live vacancy for a Billing Specialist, Billing Clerk, Billing Coordinator, Biller or Statement Clerk.
What stops being done by hand
- Billable time, jobs and deliveries arrive together for the billing run.
- Each item carries the rate, contract terms, minimums and discounts that apply to it.
- Missing rates, changed rates and expired contracts surface before an invoice is prepared.
- Review-ready invoices appear as drafts in the billing system.
- Your reviewer sees what changed from the last period and why.
- Unbilled work appears with its age, so old work cannot hide in the total.
- Each statement and invoice copy follows the customer’s stated delivery method.
The desk prepares these; your people approve them before anything takes effect:
- Approved invoices wait for a person to issue them and record the send.
- Write-offs and adjustments stay as proposals until the commercial decision is made.
- Credit notes remain drafts until a person approves them.
What stays with your people
Your rates remain your rates. A missing or conflicting rate becomes a visible question; it is never guessed, averaged or borrowed from similar work.
Your commercial relationships stay with you. The Billing Desk can show old work and apply your review threshold, but a person decides what to write off.
Works with what you already run
Billable work can come from Harvest, Toggl, Clockify or Google Sheets, with contracts, rate cards and prior billing in QuickBooks Online or Xero. Invoices, adjustments and credit notes are written as drafts first. We can usually connect to systems with an API, a supported integration or a reliable export. We confirm access before proposing.
How the first two weeks go
Choose one billing leak, such as turning approved time into draft invoices, for a fixed-price pilot. We confirm access first; your ten-business-day pilot then runs against your own records in read-only mode before preparing drafts. You compare the invoices and exception list with the acceptance tests agreed on day one and make the go or no-go decision. You keep the configured workflow, field mapping and review guide in your own account.