Client Invoice Processing & Billing Workflow

A comprehensive Tallyfy template for processing client invoices from start to payment collection. This workflow covers gathering billable items, verifying rates, generating accurate invoices, and tracking payments. Estimated time: 1-2 hours per billing cycle. Difficulty: Beginner. Team size: 1-2 accounting staff. Target audience: Accounting teams, Finance departments, and Accounts Receivable (AR) specialists.

13 steps

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Process steps

Subcontractors: Perform their scope of work, paying for labor, equipment, material & any other costs

2 days from previous step

task

Complete the assigned work scope including all labor, equipment, materials, and related costs. Document all expenses for billing purposes.

Subcontractors: Bill the General Contractor for the total cost of doing their work

3 days from previous step

task

Submit a detailed invoice to the General Contractor itemizing all work completed, labor hours, materials used, and total cost. Include supporting documentation.

General Contractor: Reviews subcontractors invoices

4 days from previous step

task

Carefully review each subcontractor invoice for accuracy. Verify work was completed as specified, check rates against contracts, and confirm all line items are legitimate before approving payment.

General Contractor: Submit a bill to the Owner/Client

5 days from previous step

task

Prepare and submit a consolidated invoice to the Owner/Client including all project costs, contractor fees, and markup. Ensure all documentation and supporting materials are attached.

General Contractor & Owner/Developer: Review the General Contractor invoice

7 days from previous step

task

Both parties review the invoice together. Verify all charges are accurate, work was completed satisfactorily, and the invoice matches the contract terms. Resolve any discrepancies before approval.

Owner: Release payment to the General Contractor

8 days from previous step

task

Process payment to the General Contractor once the invoice has been approved. Ensure payment is made via the agreed method (check, wire transfer, etc.) and retain proof of payment.

General Contractor: Releases payments to subcontractors

9 days from previous step

task

Once payment is received from the Owner, process payments to all subcontractors according to their approved invoices. Obtain lien waivers where required.

Subcontractors: Account for their payment (revenue) & costs of construction (expenses)

10 days from previous step

task

Record the payment received as revenue in your accounting system. Reconcile against expenses incurred for labor, materials, and equipment. Close out the job cost records.

Gather billable items

1 day from previous step

task

Collect all charges that need to be invoiced - services rendered, products delivered, expenses to pass through. Make sure nothing is missed. Check time entries, completed projects, and fulfilled orders.

Verify rates and terms

1 day from previous step

task

Confirm you are using the correct pricing for each customer. Check contracts for special rates, volume discounts, or payment terms. Billing the wrong amount creates problems and erodes trust.

Generate and review invoice

2 day from previous step

task

Create the invoice with all line items, taxes, and totals. Double-check the math. Make sure the customer name, address, and payment instructions are correct. Review before sending.

Send invoice to customer

2 day from previous step

task

Deliver the invoice through the agreed channel - email, portal, or mail. Include any supporting documentation if required. Confirm delivery and note the due date.

Track payment and follow up

14 days from previous step

task

Monitor for payment by the due date. Send reminders if needed. Record payment when received and apply it to the invoice. Flag overdue accounts for collection follow-up.