AI workflows for billing and invoicing.

Turning approved work, time and agreements into correct invoices, and catching billing errors before the customer does.

Who does this work

  • Billing specialist
  • Billing coordinator
  • Accounts receivable clerk

5 workflow templates ready to adapt, and 5 workflows identified.

Updated

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Examples of the workflows identified
  1. Calculate advisory fees and check them against custodian debits
  2. Check recurring invoices against the customer's agreement
  3. Prepare a client invoice from approved work and its backup
  4. Prepare the client billing summary for a legal matter
  5. Review time entries before they are billed

The workflows identified

Calculate advisory fees and check them against custodian debitsGives the operations lead calculated fees by account and household, draft invoices and differences against what the custodian debited.Workflow templateCheck recurring invoices against the customer's agreementGives billing a line-by-line comparison of each recurring invoice with the account, plan, quantities and terms agreed, with changed rates and expired terms flagged.Workflow templatePrepare a client invoice from approved work and its backupGives the billing owner draft invoice lines tied to approved time, quantities, rates and milestones, with missing or duplicate work and backup gaps flagged.Workflow templatePrepare the client billing summary for a legal matterGives the billing coordinator a client-readable summary of fees by timekeeper, task and phase, tied to the prebill, with each billing guideline breach sent to the responsible attorney.Workflow templateReview time entries before they are billedGives the billing lead an exception sheet of time and expense entries with wrong rates, duplicates, wrong project codes, unclear narratives or missing support.Workflow template

Workflow templates

Client billing summaryBefore an invoice goes out, the billing coordinator has a summary the client can read: fees by timekeeper, task and phase, expenses and write-downs, tied to the pre-bill. Every entry that breaks the client's billing guidelines reaches the responsible attorney as a decision, with the amount at stake.Workflow templateField service invoice evidence checkWhen completed field work is ready for invoicing, the billing manager gets draft billing lines that tie the agreed rates to crew time, equipment use, mobilization and signed service tickets. Unsigned tickets, overlapping equipment days and unsupported extras are listed as exceptions.Workflow templateHousehold fee checkOn the fee review date, the billing owner gets a fee check by account and household that applies the firm's own agreed schedules and approved waivers to the valuation files, with draft invoice lines, differences against custodian debits and every doubtful account kept apart for review.Workflow templatePrebill exception reviewBefore the billing attorney opens a prebill, the billing coordinator has every awkward entry marked: rates that differ from the firm's rate table, possible duplicates, entries outside the client's billing guidelines, unclear narratives and expenses without support, each sent to the person who acts next.Workflow templateSubscription billing exception sheetBefore a subscription billing run, or when a customer disputes a charge, the billing specialist gets a sheet tying each account's plan, quantity and invoice lines to the approved price mapping and the seat or usage records, with doubtful matches kept open.Workflow template

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Where to go next

All of billing, receivables and collectionsThe broader area this belongs to, with its workflows.All of finance and accountingEvery area of the function, with workflow templates and examples.Map your team in the PlannerPut this work in your plan, with the roles that do it.

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