Use case · finance
Have you ever waited days to bill for hours your people already worked?
The work is done and the client owes you. But billing can't start until every timesheet is in and checked.
Is it for you?
- You bill clients for hours: shifts, visits or days on site.
- Timesheets arrive by email, photo, portal and text.
- One person spends Monday and Tuesday chasing and retyping.
When it isn't worth it
If closing the week takes your team less than two hours, it's fine as it is. If your billing rules exist only in someone's head, writing them down may solve most of it.
Where billing gets stuck
- Shift worked
- Hours submitted
- Approved
- Checked against the rate
- Payroll
- Invoice
- Paid
- Payment matched
Hours come in late and in every format. Someone keys them in a second time.
Approvals are chased one message at a time. Overtime and off-rate hours get caught after the invoice, or never.
Staffing firms know it as the contractor timesheet. Home health agencies know it as the visit note. Builders know it as the daily time ticket.
What we'd build: a Monday billing check
Before any invoice is drafted, it checks every timesheet against the assignment.
What changes
- By Monday morning you know who hasn't submitted, with reminders ready.
- Hours over the cap or off-rate are stopped before a client sees them.
- Draft invoices sit ready for one person to release.
- Incoming payments are matched, and short ones are flagged.
What it's worth
Add up the hours your team spends closing each week, and what those hours cost.
Then count the days from week end to invoice sent. Each one is earned cash you can't use yet. Add the hours that went unbilled last quarter.
Monday · 9:00 a.m.
Last week's billing
- Expected
- 214 timesheets
- In
- 203
- Missing
- 11, reminders ready
- Stopped
- 5, over the cap or off-rate
- Ready to bill
- 196 lines for 41 clients
- Payments
- 38 matched, one short
How it runs, from start to finish
Show all the steps
What it reads
Wherever timesheets land, your back-office system and your accounting. It runs every Monday, and again when a timesheet arrives midweek.
Step by step
- Collects every timesheet since the last run, whatever the format.
- Reads the worker, client, dates and hours.
- Checks each one against the rate, hours cap and overtime rule.
- Lists who's missing and drafts a reminder for each.
- Builds invoice lines per client from your rate rules.
- Sets aside mismatches, with the evidence.
- Drafts invoices and matches payments as they arrive.
Where a person signs off
Your back-office lead approves every exception and releases every batch.
What it never does
It never changes a pay or bill rate. It never sends an invoice, or talks to a client about money.
What we'd need from you
Read access to where timesheets arrive. Your rate and overtime rules, explained once. Thirty past timesheets, messy ones included.
Goes well with
- A month-end close fed by clean weekly billing.
- License tracking, so nobody works a shift on a lapsed one.
- Scheduling, so a booked shift becomes a billed hour.
You become the firm that bills every Monday without a scramble.
Invoices leave on Monday, and nobody waits on a single missing timesheet.
Your check will differ from this one. A first conversation is where we work out how.
Want to go through yours?
A first conversation with one of our co-founders is free. It lasts about an hour and needs no access.
A person replies, normally the same or next working day.