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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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