Month-end billing runbook

This is the end-to-end sequence for month-end billing. Following it in order is what keeps every billable hour on an invoice and nothing reaching a client before a human has seen it.

1. Approve time first

Open Time Review (manager-only) and approve the month’s entries. Only Approved time is eligible for billing — an org whose time is still Logged won’t appear in the run. This is the step that’s easiest to skip and most likely to cause a missing invoice, so do it first. See Time tracking & approval.

2. Create the billing run

Create the run across your client orgs. It starts in DRAFT, pulling in each org’s approved time and contract line items.

DRAFT ──▶ REVIEWING ──▶ INVOICED → Xero (as drafts)

3. Review each org

In REVIEWING, work through each organisation and approve or skip its entries and line items. Per-org rate overrides and rounding are already applied, so what you see is what will be invoiced.

4. Finalize (manager gate)

Finalising the run is manager-only. On finalize, invoices push to Xero as drafts — managed-service and one-off work go to their configured account codes.

5. Review in Xero

Xero is the final human gate. Nothing is sent to a client until you approve the draft invoices in Xero.

One-off invoices

Outside the monthly run, raise a standalone invoice for hardware or one-time work — it pushes to Xero as a draft the same way. See Billing & invoicing.