Billing Accuracy Audit (QA)

Billing Accuracy Audit (QA)

1. 01

   Reconcile tracked time against project scope before generating any invoice

   Compare logged hours in Harvest or Bill4Time against the agreed scope in the statement of work. Flag any overage or underage that exceeds 10% of the budgeted hours for the period.

2. 02

   Validate expense entries against receipts and client-approved categories

   Ensure every expense attached to an invoice has a matching receipt and falls within the categories the client pre-approved. Reject any expense that lacks documentation or appears outside scope.

3. 03

   Confirm client billing details and purchase order numbers are current

   Check that the client's legal entity, billing address, and PO number match the latest contract amendment. Stale details are a leading cause of rejected invoices and delayed payment.

4. 04

   Review invoice line items for duplicate charges or misapplied rates

   Scan for any line item that appears twice or uses a rate that differs from the agreed rate card. A single duplicate can erode client trust and trigger a lengthy dispute.

5. 05

   Verify tax treatment and currency conversion align with the client's jurisdiction

   Confirm that sales tax, VAT, or GST is applied correctly based on the client's location and the service delivery point. For cross-border invoices, use the exchange rate specified in the contract.

6. 06

   Test the payment link and gateway before sending the invoice

   Click through the payment URL in a sandbox or test mode to ensure it routes to the correct gateway and reflects the invoice total. A broken link delays payment and forces manual follow-up.

7. 07

   Document the audit trail and sign off before dispatch

   Record the audit date, the reviewer's name, and any corrections made. This sign-off provides a clear chain of accountability and supports the client's own audit requirements.