Billing Data Readiness Audit (Onboarding)

Billing Data Readiness Audit (Onboarding)

1. 01

   Map every billable input source before the first invoice is drafted

   List time trackers, expense feeds, and retainer schedules that feed client billing, then name the owner of each. Harvest and Bill4Time both convert tracked hours into invoices, so an unmapped tracker becomes an unbilled hour.

2. 02

   Reconcile rate cards against signed contract terms line by line

   Compare each client's contracted rate, currency, and escalation clause to what is loaded in the billing system. A single stale rate on a 40-hour retainer month is a four-figure variance.

3. 03

   Confirm payment gateway coverage for the client's preferred method

   Check that card, ACH, and bank debit rails are enabled before invoicing. Invoice Ninja routes through Stripe, PayPal, Square, and GoCardless, so a missing rail delays collection by days.

4. 04

   Set the invoice numbering and tax treatment convention in writing

   Agree on sequential numbering, VAT or sales tax handling, and required PO references with the client's finance contact. Retrofitting tax treatment after the first invoice forces credit notes.

5. 05

   Define the escalation ladder for overdue balances

   Specify reminder cadence, who contacts the client, and the day threshold that pauses delivery. Automated reminders are the primary lever on days sales outstanding, so the ladder must exist before the first due date.

6. 06

   Test one live invoice end to end before the first billing cycle closes

   Send a real invoice through the full path including payment, receipt, and reconciliation. Xero and Wave both reconcile bank feeds, and a broken mapping surfaces only when money actually moves.

7. 07

   Document the handoff between delivery leads and whoever issues invoices

   Name who approves billable time and who releases the invoice, with a cutoff day each month. Agencies that skip this step discover disputed hours after the invoice has already gone out.