How do you automate invoicing from your team's time and job records?

Why invoices go out late

• The month is rebuilt from memory and notes
• Each client wants a different format or backup
• One person knows how to do it, and they're busy
• Late invoices mean late payments, and the gap compounds every month

The workflow, step by step

1. Pick the source of truth. Wherever your team already records the work: a time tracker, job software, or a shared work log. Don't add a new place to fill in.
2. Close the period. At the end of the month or billing cycle, everything in the period is pulled and checked for gaps, like entries with no client.
3. Group by client and job. Hours, tasks and materials are grouped the way you bill.
4. Build the backup. A time sheet or job summary per client, showing what was done and when.
5. Fill the invoice. In QuickBooks, Xero or the client's required format, with the right rates and terms.
6. Review and send. A person checks the totals and approves. Then it goes out, and anything unpaid is followed up on schedule.

What it connects to

What to keep with a person

• Rate changes and write-offs
• Disputed hours
• The final check on totals before sending

How Midwater sets this up

We build it as custom work on the records you already keep and the accounting software you already use, then run it every billing period. The case study on our site walks through the firm that got its invoices on time.