Billable work

Trace approved hours and expenses into billable charges. Billable time holds the source entry, work date, hours, snapshotted rate and resource. Billable expenses hold the source line, base amount and markup. The source junctions show exactly which entries were rolled into an invoice line. That gives the billing specialist and project manager a way to explain a charge without relying on a narrative alone.

• Identify the project. Confirm the customer, contract and project belong to the same engagement.
• Check the source. Compare dated source records with the period and amount under review.
• Keep the decision. Record the person, status and reason at each approval or exception.

Agree who sends approved time and expense batches, how source identifiers are kept stable, and who corrects errors at the source. A duplicate source entry should not produce a second billed charge. Billing specialist checks the incoming batch while project manager decides whether work belongs on the customer invoice.

For a consultant who worked across two projects, inspect each source time entry and project reference before billing. Check the approved date, billable flag and applicable rate. For an expense, compare its base amount with the marked up bill amount and contract terms. Keep an excluded or written off item separate from an item already invoiced. When the amount differs from the customer’s expectation, follow the linked source and decision records with the responsible person. A dated approval or status change should explain the next action. Keep corrections visible to the next person in the cycle, and confirm the project and customer match before the invoice leaves the team.

Check the approved date and original source identity on every imported time or expense row. The resource and project on a time entry must match the work being billed. A negotiated override takes precedence over the shared rate when it applies; the approved entry keeps its snapped bill rate. Expenses keep the base amount and markup. Billing specialist checks that an item marked excluded or written off stays out of the next invoice, while project manager decides whether disputed time belongs in this cycle.

• My Billed Hours — My Billed Hours lets a resource inspect their dated hours, project and billing status.
• Invoice Status Board — Follow the invoice status from draft through sent after the team checks its source and approval.

Start with project terms, then follow invoice preparation and period close. The data model shows the record links used at each handoff.