Service Management
PART III: Scheduling, Field Work & Billing
Session 10: Billing & Timesheets
Course Code: SVC-10
Goal: Ensure billing accuracy and timesheet compliance by validating technician labor, managing billing triggers, and generating professional, contract-linked invoices in CUBE.
Session Overview
Duration: 1 Hour
Format: Instructor-led (via Microsoft Teams or in-person)
Level: Intermediate (Ideal for billing coordinators, service managers, and back-office teams)
Resources Provided:
- Billing Workflow Diagram
- Timesheet Validation Checklist
- Sample Invoice Output
- Billing Trigger Configuration Guide
- Contract & Proposal Linking Reference
Learning Objectives
By the end of this session, participants will be able to:
- Understand how billing is managed within the CUBE Service Module
- Configure and apply manual or automated billing triggers
- Validate technician time entries and flag discrepancies
- Generate, review, and send billing statements for completed work
- Link billable work to service contracts or standalone proposals
- Perform a full billing cycle simulation from time validation to invoice export
Session Agenda
10.1 Overview of Billing Options and Workflows in CUBE
- Flat-rate, time & material (T&M), and contract-based billing options
- Billing tied to:
- Completed work orders
- PM contracts
- Emergency service or quoted work
- Role-based billing flow (field > review > approval > billing > finance)
10.2 Manual and Automated Billing Triggers
- Manual billing triggers for ad-hoc or urgent service
- Automated triggers based on:
- Work order status (e.g., Completed)
- Approval workflows
- PM schedule intervals
- Configuring trigger rules by service type or customer class
- Previewing billing triggers before invoice creation
10.3 Validating Technician Timesheets
- Reviewing time entries submitted via mobile app
- Comparing technician hours to:
- Scheduled time
- Work order scope
- Actual service duration
- Identifying and correcting overages or missing entries
- Ensuring notes and approvals are complete for billing clearance
10.4 Creating, Reviewing, and Sending Billing Statements
- Selecting billable items by customer, site, or date range
- Previewing line items and total values
- Editing billing notes, rates, or invoice descriptions
- Exporting statements to PDF, CSV, or integrated accounting tools
- Sending via email with delivery confirmation tracking
10.5 Linking Billable Work to Contracts and Proposals
- Ensuring billing references the correct contract or estimate
- Auto-linking by service site and system type
- Assigning contract terms, escalation clauses, or retainage
- Tracking remaining value on open service contracts
10.6 Exercise – Validate Time and Generate an Invoice
Participants will:
- Open a sample completed work order with submitted timesheet
- Compare logged time with scheduled duration
- Approve or revise time entry
- Trigger billing manually for the work order
- Generate and export a billing statement
Post-Session Action Items
To reinforce the training, participants are encouraged to:
- Review recent work orders and validate time entries before billing
- Audit billing triggers to ensure accuracy by service type
- Standardize billing notes and invoice descriptions
- Link existing contracts to open work orders for seamless invoicing
- Submit a sample invoice for internal QA or approval
Note: When scheduling, make sure to include this session code: SVC-10.
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