Work delivered or done, but not billed
Ellen suspects revenue is leaking: goods delivered that were never invoiced, billable hours left off a bill. Nobody owes Aurora that money yet, so it doesn't show in receivables, and collections never sees it. It usually turns up at the year-end close, or when a customer's own audit asks.
You are
Ellen Brooks, Controller at Aurora Components.
The situation
Ellen suspects revenue is leaking: goods delivered that were never invoiced, billable hours left off a bill. Nobody owes Aurora that money yet, so it doesn't show in receivables, and collections never sees it. It usually turns up at the year-end close, or when a customer's own audit asks.
Finding it means checking two reports and every project. Here you ask.
> Dynocortex explains your company's own figures and who decides. It does not give tax, legal, credit or investment advice; for those, ask a qualified adviser.
Step by step
Each step as it looks in the demo installation, on Aurora Components (Demo).
Open Accounting → Delivered Items To Be Billed (search for it). In the Ask panel beside it, ask
"Have we delivered anything, or worked any billable hours, that we haven't invoiced?"
Open Projects → Timesheet Billing Summary (search for it). In the Ask panel beside it, ask
"Which of these hours haven't been billed yet, and on which project?"
The answer opens the Keystone job's timesheets beside the panel. Ask
"Which project milestones are due for billing?"
The answer opens Summit Facilities Group's fixed-price order, with its milestones beside the panel. Ask
"Who should raise these invoices, and what should go on them?"
The answer opens Summit Facilities Group's delivery still to be billed beside the panel.
What a good answer contains
- A delivery from last month that was never invoiced: the customer, the delivery's date and its value, from Delivered Items To Be Billed, in USD for Aurora Components. The order shows as delivered and still to bill.
- A month of billable hours not invoiced on a time-and-materials project: the project, the month, the hours and what they come to at the billing rate. These figures come from the Timesheet Billing Summary, and from the project's billable amount against what has been billed.
- Hours from the month still under way, or the month just ended, told apart from the gap above: they are billed once the month closes, on the first working day after.
- The milestones: the fixed-price project's milestones are invoiced when each is reached. It says which have been reached and billed, and that the rest are not due yet. The hospital's service contract is billed each month.
- Why it matters: this is money earned and not yet asked for. It isn't in receivables until an invoice exists, so the collections list can't show it.
- Who acts: Ellen raises the invoices from the delivery note and the timesheet, and Morgan (operations) confirms the hours are billable first. Each invoice should go out dated today and referring to the delivery or the month of work.
What the full product does beyond the demo
The Executive checks every day for deliveries and hours older than a set number of days that have no invoice. It drafts each invoice for the controller to approve, and adds what's still unbilled to the month-end checklist.
Answers are worded afresh each time, so yours will read differently. The demo company is made up, and its data goes back to the start every night.