A finished job is still unbillable because a PO, timesheet, approval or completion photo is missing.
First workflow from A$4,900 ex GST, with 12 months of support for the agreed implementation. Scope and pricing →
Bill only approved scope and quantities. Explicitly distinguish complete job, complete evidence and sent invoice. Keep commercial disputes out of automatic chasing.
Missing signature; disputed scope; mismatched PO; duplicate job; incomplete time records.
Uncertain inputs go to an assigned owner with the source, reason and next decision. Failed writes are reconciled before retrying, so a recovered connection does not create a duplicate order, payment or stock movement.
Completion-to-invoice days; incomplete packs; prep minutes; rejected invoices. Earlier invoicing is cash timing, not new revenue.
Sample representative work before the build, including difficult cases. Compare the same task mix after launch; include review, exception handling and system upkeep in the time used.
Map the first input, the final accepted result and who can approve it. Agree source systems, read/write access, rules, exception ownership and acceptance checks. Run representative normal, failure and recovery cases before expanding across teams.
Role-based access, separation of preparation and approval, versioned rules, an action history, duplicate protection, reconciliation, alerts and a named recovery owner. Private deployment or customer-controlled infrastructure can be scoped where needed. These are design requirements to validate, not an unsupported promise of perfect source data or regulatory compliance.
Specific answers to help you judge the fit, the information needed and the decisions your team keeps.
Use the requirements for that customer or contract: accepted scope, the correct PO, approved time and materials, and any required completion acknowledgement. Job completion and evidence completion are separate statuses. A missing required signature or disputed quantity should remain visible before an invoice draft is released.
We check where job IDs, attachments, time records and customer references are held, then assess permitted APIs or exports. Stable identifiers are important for matching records. Files that cannot be linked confidently should enter a review queue rather than being attached to a plausible-looking job.
The missing requirement should create a task for the person who can supply it, with the job reference and exact gap. Internal reminders and customer contact need separate rules. A commercial dispute should go to its owner instead of triggering repetitive document requests or payment messages.
The initial handoff can stop at an invoice draft with its evidence attached. Any posting or sending step needs agreed authority, duplicate checks and confirmation from the accounting system. Payment collection remains a separate process; a completed evidence pack does not itself prove an invoice was sent or paid.
Compare the time spent preparing and correcting packs, the share missing required evidence and the delay from completed work to an approved invoice. Faster invoicing may improve cash timing, but the underlying contract revenue already exists. Treat recovered omissions separately and verify that they were actually accepted for billing.
Turn approved takeoffs and estimating spreadsheets into itemised construction quotes. Preserve labour, material and plant rates, exclusions and drawing revisions for estimator review.
Estimator / construction business ownerWorkflow designSee pipeline, exceptions & controls →Bring site messages, photos and drawing changes into one construction variation register. Track scope, pricing, approval and completion evidence so billing can trace the authorised work.
Project manager / commercial managerWorkflow designSee pipeline, exceptions & controls →The lowest-looking bid may exclude delivery, access, disposal or part of the specified scope.
Estimator / procurement leadWorkflow designSee pipeline, exceptions & controls →