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Billing

Billing

Billing helps you turn approved operational work into accurate invoices, apply contract-specific rates, and track what has been paid versus what is outstanding.

Last updated February 2026

Overview

When to Use This

  • You invoice clients from approved time entries and service events.
  • You need contract-aware rate logic with overtime and premium rules.
  • You need reconciliation between operations, invoices, and payments.

Model

Core Concepts

Billing uses the following objects and relationships as its operating model.

Rate Configuration

Derived from contract and post-level overrides.

Persisted Data
Base rate, multiplier rules, effective dates.
State Changes
Draft, active, superseded.

Billable Entry

Generated from approved shift or service record.

Persisted Data
Source reference, billable hours, applied rate.
State Changes
Pending, approved, invoiced, adjusted.

Invoice

Groups billable entries per customer and billing period.

Persisted Data
Line items, taxes, due date, status timeline.
State Changes
Draft, sent, partially paid, paid, void.

Payment

Settles one or more invoice balances.

Persisted Data
Amount, method, processor reference, received date.
State Changes
Pending, settled, failed, refunded.

Role Requirements

  • Billing admins manage rates and invoice approval.
  • Operations supervisors approve source time entries before billing.
  • Finance roles reconcile payment transactions and adjustments.

Side Effects

  • Invoice finalization can lock underlying billable entries.
  • Rate updates affect only entries generated after effective date.
  • Adjustments preserve original line history for audit.

Notifications

  • Clients receive invoice sent and overdue reminders.
  • Finance users receive payment failure notifications.
  • Managers receive daily variance or reconciliation alerts.

Automation Hooks

  • Approved shifts can auto-generate billable entries.
  • Scheduled jobs can batch-create monthly invoices.
  • Payment webhooks can auto-settle invoice status.

Flow

How It Works

  1. 1

    Map contract rates and adjustment rules to service records.

  2. 2

    Generate billable entries from approved operational data.

  3. 3

    Review and finalize invoice drafts by customer and period.

  4. 4

    Send invoices and collect payments through configured channels.

  5. 5

    Reconcile exceptions with adjustments and audit evidence.

Walkthrough

Example

Scenario

Monthly invoice for Downtown Mall includes base and holiday rates.

Walkthrough

  1. 1

    Billing job collects approved shifts from January 1 to January 31.

  2. 2

    Holiday shifts apply 1.5x multiplier from contract rules.

  3. 3

    Manager reviews two disputed line items and adds credit adjustment.

  4. 4

    Invoice is sent to client portal and email recipients.

  5. 5

    ACH payment settles and invoice status moves to paid.

Outcome

Invoice reflects contract terms with full traceability from shift to payment.

Watch Out

Edge Cases / Gotchas

  • Unapproved time entries are excluded even if shifts are completed.
  • Backdated rate changes can create reconciliation drift if not versioned carefully.
  • Voiding an invoice does not delete payment records.
  • Cross-tenant invoice access is restricted regardless of shared client names.