Process Time and Materials Billing
Streamline your facilities time and materials billing process by automatically tracking labor hours, material costs, and generating accurate invoices without manual data entry or calculation errors.
When
Time entry logged or material issued
Then
Invoice generated and sent to client
12 hours per week
Time Saved
75% faster billing cycles
ROI Impact
Automated time and materials billing for facilities captures labor hours and material usage in real-time, calculates rates and markups automatically, validates against contract terms, and generates detailed invoices with complete audit trails—reducing billing cycles from days to hours while eliminating manual errors and revenue leakage.
How This Automation Works
Time entry logged or material issued → Invoice generated and sent to client
Capture Time and Material Data
Technicians log service hours through mobile apps or time tracking systems, and materials are recorded when issued from inventory or purchased for specific jobs. The system captures technician ID, service location, work order number, service type, start/end times, and material quantities with costs in real-time.
Validate and Calculate Billable Amounts
The system automatically validates time entries against work orders and service authorizations, applies appropriate rate structures based on service type and timing, calculates overtime and premium rates, applies material markups per contract terms, and flags any entries exceeding authorization limits or requiring management approval.
Consolidate and Review Billing Data
All billable time and materials for each client or project are consolidated with supporting documentation including timesheets, material receipts, photos, and service notes. The system performs validation checks against contract terms, pricing agreements, and purchase orders, then routes items requiring approval to designated reviewers.
Generate Detailed Invoices
Once validated, the system generates comprehensive invoices with line-item breakdowns showing dates, technician names, hours worked, hourly rates, materials used with unit costs and markups, subtotals by category, applicable taxes, and total amounts due. Invoices are formatted per client specifications and include all required supporting documentation.
Distribute and Record Invoices
Completed invoices are automatically sent to clients via their preferred method (email, portal upload, EDI), posted to accounting systems creating accounts receivable entries, recorded in project cost tracking, and archived with complete audit trails. Payment tracking begins automatically with reminders scheduled per payment terms.
How It Works
Facilities management companies handling maintenance, repairs, and service contracts face constant challenges with time and materials billing accuracy. Manual tracking of technician hours, equipment usage, and material costs leads to billing delays, revenue leakage, and client disputes. This automation solution captures time entries and material usage in real-time, calculates markups and rates automatically, validates against contract terms, and generates detailed invoices with complete audit trails. By connecting your field service management, inventory tracking, and accounting systems, you eliminate double data entry, reduce billing cycles from days to hours, and ensure every billable hour and material is captured accurately. The system handles complex rate structures, overtime calculations, material markups, and client-specific billing rules automatically, giving you complete visibility into project profitability while accelerating cash flow. Perfect for facilities maintenance providers, building service contractors, and property management companies managing multiple service locations and billing arrangements.
The Trigger
The automation activates when a technician completes a time entry, logs service hours, or when materials are issued from inventory for a facilities project. This trigger can also activate on scheduled intervals (daily/weekly) to batch process all pending time and material entries for billing preparation.
The Action
The system automatically calculates total billable hours with appropriate rates (regular, overtime, emergency), applies material markups per contract terms, validates against purchase orders or not-to-exceed amounts, generates a detailed invoice with line-item breakdowns, attaches supporting documentation (timesheets, material receipts, photos), and sends the invoice to the client while updating accounting records and creating receivables entries.
Common Use Cases in Facilities
- Multi-location facilities maintenance companies tracking technician time and materials across dozens of client sites, automatically generating separate invoices per location with client-specific rate structures and markup calculations
- Building service contractors managing preventive maintenance contracts with T&M overages, where routine services are billed monthly but additional repairs trigger automatic T&M invoicing with photo documentation
- HVAC and mechanical service providers responding to emergency calls with premium rates, automatically calculating after-hours and emergency rate multipliers and generating priority invoices for immediate client approval
- Property management companies coordinating multiple trade contractors, consolidating all subcontractor time and materials into unified client invoices with proper markup application and complete audit trails
- Janitorial and cleaning service companies with hybrid contracts combining flat-rate recurring services and T&M special projects, automatically separating billing types and applying appropriate rates and terms
- Electrical and plumbing contractors working on facilities retrofit projects, tracking labor hours by trade classification, materials by cost center, and generating progress billing invoices with retention calculations
Results You Can Expect
Eliminate Revenue Leakage
Ensure every billable hour and material is captured and invoiced automatically. Real-time tracking prevents forgotten time entries or material usage from falling through the cracks, recovering thousands in previously unbilled services and maximizing project profitability.
Accelerate Cash Flow
Reduce billing cycles from days to hours by automating invoice generation immediately after service completion. Faster invoicing leads to faster payment, improving working capital and reducing days sales outstanding by 15-25 days on average.
Reduce Billing Disputes
Provide detailed, accurate invoices with complete documentation including timestamps, technician details, material receipts, and service photos. Transparency and accuracy dramatically reduce client questions and payment delays, improving client relationships and collection rates.
Improve Administrative Efficiency
Eliminate manual data entry, rate calculations, and invoice preparation tasks that consume administrative staff time. Redirect resources to higher-value activities like client relationship management, contract negotiations, and business development while reducing billing department overhead.
Ensure Billing Compliance
Automatically validate all billing against contract terms, service authorizations, and rate agreements. Built-in compliance checks prevent overbilling, ensure proper documentation, and maintain audit trails that satisfy client requirements and regulatory standards without manual review.
Gain Project Profitability Visibility
Access up-to-date project costs and profitability metrics as services are delivered. Real-time visibility allows proactive management of projects approaching budget limits, identification of unprofitable service types, and data-driven decisions about resource allocation and pricing strategies.
Frequently Asked Questions About This Automation
Automated T&M billing eliminates manual data entry errors by capturing time entries and material usage directly from source systems. It automatically applies correct rate structures, calculates markups per contract terms, validates against authorization limits, and cross-references data across multiple systems to ensure accuracy. This reduces billing disputes by 80% and prevents revenue leakage from unbilled hours or materials.
Set Up Automated T&M Invoicing in Minutes
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