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Project Billing System
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Project Billing System · Available now

Bring project work through billing and close.

Project Billing System keeps project billing terms, approved billable time and expenses, invoices, WIP balances, and revenue recognition together. A project links a customer and project manager to a billing contract.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewActive Billing Holds
Project Billing System · Billing holds

Active Billing Holds

Billing holds in one list

New billing hold
Billing holds in view
6
Scope dispute
1
Change order in flight
1
Credit hold
1
Hold numberProjectReasonPlaced atPlaced byStatus
BH-12005Warehouse planning studyScope dispute17 OctBenji ParkActive
BH-99743Regional reporting rolloutChange order in flight20 OctIsha MehtaActive
BH-49017Customer support transformationCredit hold12 OctMarcus AdeyemiActive
BH-49677Warehouse planning studyContract amendment19 OctBenji ParkActive
BH-82022Customer support transformationClient request28 OctIsha MehtaActive
6 of 6 records
Warehouse planning studyBilling holds · BH-12005
Scope dispute
Placed at17 Oct
Placed byBenji Park
StatusActive
Set termsBH-12005 · Warehouse planning study

Controller approves the project billing contract.

Waiting for Controller
ApproveReturn
Example screen with sample data
Tables, ready to use
26
Saved views
14
Roles with set permissions
6
Reports and dashboards
8
Features

See project billing work in context

Every feature works on the same records. Pick one to see the screen your team works in.

Contracts and rates

Set the commercial basis for each project invoice.

  • Identify the project
  • Check the source
  • Keep the decision
  • Billing contracts
  • Billing schedules
  • Rate cards
  • Rate card overrides
  • Projects
  • Customers
Explore contracts and rates
OverviewMonthly Billing Run Readiness
Project Billing System · Contracts and rates

Monthly Billing Run Readiness

Billing contracts

New
Contract numberProjectBilling typeBilling frequencyEffective fromStatus
BC-59605Claims intake modernizationTMMonthly15 OctActive
BC-63547North district data migrationFixed feeQuarterly03 NovActive
BC-63193Warehouse planning studyMilestoneAd hoc20 OctActive
BC-17466Field operations assessmentRetainer with true upMonthly11 OctActive
BC-49749Harbor service process redesignTMQuarterly12 OctActive
6 of 6 records
Claims intake modernizationBilling contracts · BC-59605
TM
Billing frequencyMonthly
Effective from15 Oct
StatusActive
Example screen with sample data
Process

Follow the billing cycle

Project billing cycle ships ready to use. 3 steps need a named approval before the work moves on: Set terms (Controller), Approve invoice (Controller) and Close revenue (Controller).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Set terms

    Record the project contract, schedule and rate basis.

    Warehouse planning studyBH-12005 · Billing specialist
    Set termsBy Billing specialist
    ApprovalController approves the project billing contract.

  2. Review billable work

    Check approved time, expenses and open WIP.

    Warehouse planning studyBH-12005 · Billing specialist
    Review billable workBy Billing specialist

  3. Prepare invoice

    Trace draft lines to work and schedules.

    Warehouse planning studyBH-12005 · Billing specialist
    Prepare invoiceBy Billing specialist

  4. Approve invoice

    Record the project and approver decisions.

    Warehouse planning studyBH-12005 · Controller
    Approve invoiceBy Controller
    ApprovalThe assigned approver and Controller decide the invoice route.

  5. Send and collect

    Follow sent invoices and payment progress.

    Warehouse planning studyBH-12005
    Send and collect

  6. Close revenue

    Review period recognition with the Controller.

    Warehouse planning studyBH-12005 · Controller
    Close revenueBy Controller
    ApprovalController approves provisional revenue entries.

Start with Set project terms

Inside a record

Connect source work and accounting

Open any billing hold to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Placed at, Placed by and Status.

  2. 2
    Linked records

    Records linked to this billing hold.

  3. 3
    Who works on it

    Billing specialist and Project manager, each with their own permissions.

  4. 4
    Process stages

    Check WIP and holds, with the role that acts.

  5. 5
    Approvals

    Set terms and Approve invoice, with who decides.

Active Billing HoldsWarehouse planning study
Project Billing System · Billing holds

Warehouse planning study

Benji Park · Scope dispute

Log activity
1
Record details
Placed at17 Oct
Placed byBenji Park
StatusActive
3

Who works on it

  • Billing specialistManage billing contracts, billing schedules, billable time…
  • Project managerManage Invoices, billable time entries, billing holds
4

Process stages

  • Check WIP and holdsProject manager
5

Approvals

  • Set termsController
    Approved
  • Approve invoiceController
    Waiting
Example screen with sample data
Approvals

Keep each billing decision visible

OverviewApprovals
Project Billing System · Overview

Approvals

Signed in as Controller

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • INV-16202$12,480.00
    Regional reporting rolloutRequested by Admin
    Submitted0dActions
  • INV-23082$28,750.00
    Field operations assessmentRequested by Admin
    Submitted3dActions
  • INV-20425$9,360.00
    Harbor service process redesignRequested by Admin
    Submitted4dActions
  • INV-97766$41,200.00
    Warehouse planning studyRequested by Admin
    Submitted5dActions

Who approves what

DecisionApprover
Set termsRecord the project contract, schedule and rate basis.Controller
Approve invoiceRecord the project and approver decisions.Controller
Close revenueReview period recognition with the Controller.Controller
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Project Billing System to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains users, customers, projects, resources and shared billing configuration.

  • Manage Users, Customers, Projects, Resources, rate cards
  • View billing contracts, Invoices

Roles and permissions

Who it's for

Fit the engagement terms

See how Project Billing System fits your kind of team.

Advisory projects

Professional service teams billing by time and expenses.

Technology delivery

Project teams mixing milestone and time based charges.

Managed services

Service teams using recurring terms and true ups.

Controls

Trace every charge

Each stage of project billing cycle names the role that acts and the status it records, so a change is never anonymous.

OverviewProject billing cycle
Project Billing System · Process

Project billing cycle

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
3
Roles involved
4
Tables touched
15
Set termsApproval
Billing specialist, Controller
StatusDraft → Active
RecordsRate card overrides, Billing contracts, Billing schedules
Review project charges
Project manager
StatusDraft → Submitted
RecordsInvoices, Projects
Approve invoiceApproval
Controller
StatusSubmitted → Approved
RecordsInvoice approval steps, Invoices
Project billing cycle
  1. Start
    Set termsDraft → Active
    Rate card overrides
  2. Step
    Review project chargesDraft → Submitted
    Invoices
  3. Approval
    Approve invoiceSubmitted → Approved
    Invoice approval steps
  4. Step
    Send invoiceApproved → Sent
    Customers
  5. Approval
    Collect and resolveSent → partial paid → Paid
    Dunning events
Example screen with sample data

See each stage in detail

AI agent

Ask Proto about the next billing step

Ask Proto to help prepare and review project billing work.

It can

  • Billing specialist: Show draft invoices and trace each line to billable work or a schedule.
  • Project manager: Summarize the project invoice awaiting review and its held work.
  • Controller: Show provisional revenue and pending approval decisions for a period.
  • AR clerk: List past due invoices and the most recent reminder events.

Stays with a person

  • People approve contracts, invoices, write offs and revenue entries under the assigned route.
  • Confirm source work, payment results and accounting postings with their owners before changing a financial status.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Project Billing System
  • Project delivery
  • Expense source
  • Payment source
  • Accounting
  • Customer delivery
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 26 tables
26tables
  • Contracts and rates6
  • Billable work5
  • WIP and adjustments5
  • Invoice preparation7
  • Approval and delivery5
  • Receivables5
  • Revenue recognition5
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Commercial setup

    Load the customer, project, people, rate basis and contract terms.

  2. Source work

    Bring approved hours and expenses with their source identities and check the project assignment.

  3. Billing review

    Prepare a draft, exercise a hold, submit it and record each approval decision.

  4. Collection and close

    Follow a sent invoice through payment review, WIP and revenue period review.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Project Billing System.

All questions
How do I get started?

Click Get started, then use Proto to configure Project Billing System for your business. Begin with one customer, one project, its contract and a single billing period.

How are rates selected?

Rate cards hold shared rates; rate card overrides keep negotiated rates for a contract, resource or role.

Can I bill milestones?

Billing schedules can link a project milestone to a dated amount and invoice line.

How do I see open work?

WIP balances show open work, invoiced amounts, adjustments and aging by project and period.

Who approves an invoice?

Invoice approval rules name ordered approver roles, and invoice approval steps retain each decision.

How are disputed charges handled?

An active billing hold can pause a project while project manager and Controller review the reason.

Where can I see overdue invoices?

Past-Due Invoices shows sent or partly paid invoices with their due date and paid amount.

How are write offs reviewed?

Write-offs retain the invoice, amount, reason, requester, approver and posting date.

How is revenue reviewed?

Rev rec entries connect a contract and project to a rev rec period for Controller review.

Set up Project Billing System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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