Time tracking and billing automation

Step-by-Step Breakdown

Detailed explanation of each automated stage in the workflow.

1. 1

   Trigger

   Time Entry Logged

   A team member records time spent on a client project through Monday.com or Toggl. The system captures project details, duration, task type, and team member information.

   Monday.comToggl
2. 2

   Action

   Validate Project Billing Rules

   Cross-references the time entry against client contract terms in Salesforce to determine billability, rate tier, and any cap restrictions. Applies correct billing rates based on team member role and client agreement.

   Salesforce
3. 3

   Decision

   Check Billing Approval Threshold

   Evaluates if the time entry exceeds pre-defined thresholds for automatic approval based on project budget or client spending limits. Routes high-value entries for manual review.

   Mavenlink
4. 4

   Action

   Update Project Budget Tracking

   Automatically updates project burn rate, remaining budget, and profitability metrics in Mavenlink. Flags projects approaching budget limits or timeline overruns.

   Mavenlink
5. 5

   Action

   Generate Invoice Line Items

   Creates detailed invoice entries with task descriptions, time allocations, and billing amounts. Aggregates entries by billing period and client preferences for consolidated invoicing.

   HarvestSalesforce
6. 6

   Action

   Send Client Notifications

   Automatically emails clients with weekly time summaries and upcoming invoice previews through HubSpot. Provides transparency and opportunity for client feedback before final billing.

   HubSpot
7. 7

   Output

   Finalize Automated Billing

   Generates final invoices in Harvest with all approved time entries, updates client records in Salesforce, and creates utilization reports for management review.

   HarvestSalesforce

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