Applied AI library

Report-to-Invoice Assistant

Turn written work reports into invoice drafts. Extract the work, identify what is billable, apply agreed rates, and send the invoice after approval.

At a glance

Previously, employees would describe their work in written reports. Someone would need to read each report, identify the billable work, and prepare invoices. Reading the reports and entering each invoice line by hand takes time every billing cycle.

The agentic workflow extracts relevant items with references to the original report. It proposes a billing item for each paragraph. Agreed rates and totals are calculated in code. A person reviews completeness and approves the draft before the system sends the invoice.

  1. Person: The client's agreement defines billable work, included services, and rates.
  2. Person: The billing team receives employees' written work reports.
  3. Agent: Propose a billing item for each paragraph with a reference to the original report.
  4. Code: Apply agreed rates, calculate totals, and check for duplicate billing.
  5. Code: Create the invoice draft from the validated billing items and calculated totals.
  6. Person: Review completeness against the original report and approve the invoice draft.
  7. System: Send the approved invoice to the client and record its delivery.
Primary user
Billing team or client manager
When to use
Work reports are ready for billing
Inputs
Work reports, client agreements, and rates
Outputs
Approved invoices

Preview the workflow steps

Follow one work report from extraction to an approved invoice. The client, rates, and amounts shown here are illustrative.

Person

Receive the written work report

The billing team receives the employee's written report. Each paragraph describes an activity that needs a billing decision.

Work report

September work report

Client
Aare GmbH
Prepared by
Lea Meier
Mandate
Bookkeeping and payroll (M-1042)
Period
2026-09-01 to 2026-09-28

  1. Reconciled the operating bank account with the general ledger and posted 18 supplier invoices. Checked the supporting receipts, assigned cost centres and cleared the two unmatched bank transactions. The bookkeeping is ready for the client's review. Time recorded: 2 hours.

  2. Reviewed the payroll inputs for eight employees against the salary schedule. Checked one employee's amended working hours and the submitted expense reimbursements, then prepared the payroll summary for approval. Time recorded: 1 hour.

  3. Handed the updated working papers to the colleague covering this mandate and walked through the open-item list. This was an internal coordination task. Time recorded: 30 minutes.

  4. Discussed the bookkeeping summary with the client and confirmed which documents will be supplied next. The 15-minute follow-up call falls within the support covered by the monthly retainer.

Check the full invoice batch before sending with the month-end invoice reconciliation.

End of this guide

Return to the overview, or explore the other guides in the Applied AI library.

Return to overview Applied AI library