Avaza Client Billing Handoff (Delivery)

Avaza Client Billing Handoff (Delivery)

1. 01

   Confirm the client's billing model in the Avaza project settings before any work is logged

   Open the project and check whether it is configured as fixed-fee, hourly, or retainer. The billing model set here determines whether timesheet entries roll into invoices automatically or need manual assembly at month end.

2. 02

   Verify billable rates on the project before the first timesheet entry lands

   In the project's financial settings, confirm the rate assigned to each team member or role matches the signed scope. Rates set at workspace level will apply by default, so override at project level where the client negotiated a different figure.

3. 03

   Lock the timesheet approval workflow for the delivery team

   Enable approval on timesheets so entries cannot reach an invoice without a reviewer. Assign the approver to the account lead, not the person logging hours, so billable time is checked before it becomes a client-facing number.

4. 04

   Route expense capture through the project, not a shared inbox

   Team members submit expenses with receipt capture attached to the correct project. Confirm each expense is marked billable or absorbed before the invoicing window closes, since unbilled expenses sitting in the workspace erode retainer margin.

5. 05

   Build the invoice from approved time and expenses, then check the line items against the retainer

   Generate the invoice from the project's approved timesheets and expenses. Compare the total against the retainer or fixed fee already agreed; where the retainer covers the work, issue the invoice as a drawdown rather than a fresh charge.

6. 06

   Connect the payment path and confirm the client can pay online

   Check that the invoicing integration (Xero or Stripe) is live on the workspace and that the invoice carries a working online payment link. A client who has to request bank details adds days to collection.

7. 07

   Hand the invoice and a one-page time summary to the client contact

   Send the invoice alongside a summary of hours by person and phase pulled from the project. This is the handoff point: the account lead owns the client conversation from here, and finance owns the collection follow-up.

8. 08

   Reconcile the invoice against the project's active status before closing the cycle

   Mark the invoice as sent in Avaza and check the project's remaining budget and active project count. If the account is approaching its plan's active project limit, flag it for the workspace admin before the next client project is opened.