Turning timesheets into invoices
Hours, retainers and milestones are collected from three places, checked by hand and typed into invoices once a month, late.
Professional services
Billing that closes itself.
Timesheets, retainers and milestones become invoices, matched to the bank and ready for review, with your team approving what matters. It sits on top of the tools you already use. Nothing changes on your end.
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Where the hours go
Your fee earners bill by the hour. Your admin does too.
Firms lose billable days to the month-end billing run, chasing sign-offs and matching payments, all retyped between timesheets, Xero and email.
Chasing what is owed
Unpaid invoices are found by scanning the aged receivables, then chased by whoever remembers, with no record of what was promised.
Reconciling and reporting
Bank lines are matched to invoices and expenses line by line before the partners get a picture of work in progress and cash.
Starting points
A few high-impact starting points
Each one is a workflow we have run for firms like yours. Start with the one that costs the most billable time.
Finance & accountingHow finance automation works
Run the monthly billing
Timesheets, retainer schedules and milestone sign-offs are gathered, checked against engagement terms and turned into draft invoices for one review.
One firm billed 18 projects in one run: 297 of 297 lines matched.
Reconcile the bank to invoices
Incoming payments are matched to invoices, including part-payments and disbursements, and recorded in Xero.
Only genuine breaks reach a person.
Expense claims and disbursements
A receipt in chat becomes a coded entry, checked against policy and the client matter before it is billed on.
No re-keying between claim and ledger.
Polite, consistent collections
Overdue invoices get a reminder in your tone, on your schedule, with every promise to pay recorded for the person who follows up.
Nothing chased twice, nothing forgotten.
Customer operationsHow customer operations works
Client intake on WhatsApp or email
New enquiries are captured with the details you need for conflict checks and scoping, then routed to the right partner.
Every enquiry answered the same day.
Document requests and status updates
Clients ask where things stand and send documents in the thread; both are logged against the matter.
Fewer "any update?" emails.
Owner & managementMeet Rapi
A weekly WIP and cash briefing
Unbilled hours, invoices due, cash received and the matters at risk, in one message every Monday.
The picture before the partners' meeting.
Engagement letter review
Terms that matter are pulled out and differences from your standard letter are marked before you sign.
Read in minutes, not an afternoon.
How it runs
From timesheet to paid invoice, without the retyping.
Hours and milestones are collected from your timesheet tool and sign-offs. Biks checks them against engagement terms, drafts the invoices for one review, sends them, matches each payment to the invoice in Xero and chases what is overdue in your tone. Anything unusual, a disputed line or a write-off, waits for a partner.
You stay in control
Nothing is billed, written off or paid without you.
You set the limits. Biks never sends an invoice above your threshold, writes off a line or pays a supplier on its own. Disputed items go to a named person with the context, and every action is logged.
- LimitsInvoices, write-offs and payments above the thresholds you set wait for a partner.
- Flags and review queueA line that does not match the engagement terms goes to the right person with the reason, not onto the invoice.
- Audit logEvery draft, approval and reminder is recorded with who, what and when, and can be exported for your auditors.
- Learns from correctionsCorrect a rate or a matter code once and every later line follows.
Measured results
One billing run, 297 lines, every one matched.
A professional-services firm we work with bills 18 projects a month. In the first automated run, all 297 billing lines matched the engagement terms and timesheets. The first workflow was live in about a week.
297 of 297Billing lines matched in one run
18Projects billed that month
About a weekFirst workflow live
How we work
Discover, pilot, scale. Live in about a week.
- Discover & connect
We map one workflow with your team, usually the billing run, and connect the tools it touches: your timesheet tool, email, Xero and the bank feed.
- Pilot in production
It runs on a real month beside your finance team, who correct it as it goes. Invoices and write-offs wait for approval from day one.
- Scale
Collections next, then expenses, then the next entity, on the same engine and the same rules.
Priced per workflow: a one-time build and a monthly subscription that covers running and improving it. Compare it with the admin hire you were about to make, not with software.
FAQ
Can Biks prepare our monthly billing from timesheets?
Yes. Hours, retainers and milestone sign-offs are collected, checked against engagement terms and turned into draft invoices for one review in Xero. Your team approves; nothing is sent on its own.
How does bank reconciliation work for a firm?
Incoming payments are matched to invoices, including part-payments and disbursements, and recorded in Xero. Only genuine breaks go to a person with the reason attached.
Will it chase clients for payment?
Only in the way you set: your wording, your schedule, your stop rules. Every reminder and every promise to pay is logged so the person following up has the history.
How is client data handled under the PDPA?
Client information stays in your own systems. Biks reads only what each workflow needs, keeps an operational record of every action, and never uses your data to train models. Access is scoped per matter where you need it.
What does it cost compared with hiring a billing admin?
Each workflow has a one-time build fee and a monthly subscription that covers running and improving it. We scope it on a call and price it against the admin hire it replaces, not against software seats.