Close the work before you send the invoice.

1. Confirm the period and engagement

Check the client, project, billing model, currency and date range. A monthly retainer and a fixed-fee project for the same client may need different treatment.

Use the engagement's actual boundary dates. Name the period in the review record so nobody has to infer what a filter meant after the fact.

2. Finish the time review

Ask the delivery team to complete missing entries. Check duplicate timers, overlapping sessions, wrong project assignments and descriptions that won't make sense to a reviewer.

Resolve rejected or outstanding approvals before treating the work as ready to bill. A timesheet total and an approved billing total answer different questions.

• Dates fall inside the intended period.
• Entries belong to the correct client and project.
• Billable status is deliberate.
• Required review and approval are complete.

3. Check rates and retainer rules

Inspect missing or unexpected bill and cost rates. Billable8 preserves the rates recorded on time entries, so changing today's defaults isn't the same as correcting an earlier entry.

For retainers, review included hours, eligible rollover, expiry and permitted overage. For fixed fees, confirm milestones or adjustments against the agreement rather than multiplying all time by a bill rate.

4. Review the delivery result

Compare the relevant value with configured delivery costs. Follow an unexpected margin back to the underlying work and rates. Don't mix currencies into one total without a stated conversion method.

Document what the cost basis excludes. Delivery margin should not be presented as company net profit or as proof that cash has been collected.

5. Hand the checked amount to accounting

Send the invoice using your accounting system. Billable8 prepares the amount and work history; it doesn't send the invoice.

Keep the external invoice reference with the billing record. Review the client-facing material separately so internal cost rates and margin are not copied into a message or attachment.

6. Keep later corrections visible

Close the reviewed period through the normal workflow. If a late entry or dispute changes the result, retain the explanation and reconcile it with any adjustment made in accounting.

Start the next review from the saved records. If the explanation exists only in one person's inbox, add the relevant reference while the decision is still fresh.