From booking to invoice in seconds
Single invoices, collective invoices, or credit notes - with automatic receivables creation. Including intercompany billing.
What you can do with it
- Create single, batch and credit invoices straight from bookings.
- Receivables are created automatically - no double entry, no forgotten line items.
- Intercompany billing between linked entities is built in.
What is project billing software?
Project billing software turns recorded hours into an invoice without anyone retyping numbers.
That sounds like a small thing and it is where service businesses lose the most time. The hours sit in the time-tracking tool, the invoice is written in the accounting package, and between the two sits a person with a spreadsheet. That person totals things up, assigns hourly rates, checks what has already been billed and copies the result into an invoice form by hand. Every step is an opportunity for an error, and errors in invoices are expensive. An invoice that is too low goes unnoticed. One that is too high costs trust.
Project billing software closes that gap by connecting both ends. The invoice comes out of the bookings that were recorded anyway. Anything already billed is flagged in the system and cannot accidentally end up on a second invoice.
For project-based firms there is a second point. For you the invoice is not only a request for payment but a piece of evidence. The client wants to see what they are paying for. That is why project billing always comes with the timesheet you can attach.
How billing works in QUANTICAL.ERP
Approval before invoice
At month end the bookings are reviewed and approved. Only approved hours can be billed. That gives the invoice a clear basis and removes arguments about times changed after the fact.
Three invoice types from one basis
Approved bookings turn into single invoices for one project, collective invoices covering several projects of one client, and credit notes where something has to be reversed. Output is PDF.
Receivables appear automatically
The receivable is created together with the invoice. You do not have to record the open item separately, and you see in one place which invoices are outstanding. Forgotten items become less a matter of discipline and more a matter of how the system is run.
Hourly rates and evidence
Every project can carry its own hourly rates, varying by employee. The invoice calculates with the rate on file rather than an average. Alongside it you can produce digital timesheets as PDF and attach them to the invoice as evidence, signed off by the client where required.
Charging between your own entities
Anyone running several legal entities knows the problem: a consultant from one unit works on a project of another. Intercompany cost allocation is built in, so those hours do not have to be tracked in a separate spreadsheet.
Why billing has to come out of time tracking
There are good invoicing programs, and some of them write invoices better than we do. The difference is not the form, it is where the numbers come from.
A standalone invoicing program does not know what your people did. It knows what somebody typed in. So every billing run brings the same manual work: export, sort, add up, transfer. At ten engagements a month that is half a day nobody plans for and that returns every month.
The costlier effect is less visible. When billing is manual work, it happens later. Later means money arrives later, and it means items slip through that nobody reconstructs afterwards. Unbilled hours show up in no statistic because they appear nowhere at all. They are simply missing.
That is why time tracking, approval, invoice and receivable sit in one system in QUANTICAL.ERP. Not because an integrated system is prettier, but because every interface between two programs is a place where revenue leaks out.
Frequently asked questions about project billing
Can we combine hours from several projects on one invoice?
Yes, that is what the collective invoice is for. A client with four running projects receives one invoice, broken down by project.
How does the system prevent double billing?
Bookings that have been billed are flagged as billed and are no longer available for another invoice.
Can a timesheet be attached as evidence?
Yes. Digital timesheets are produced as PDF and can be attached to the invoice. In consultancies, agencies and law firms that is often what the client's approval rests on.
What happens when something has to be corrected?
That is what credit notes are for. The original invoice stays in place and the correction is traceable as a document of its own.
Can we charge between our own entities?
Yes, intercompany cost allocation is part of the system and not an add-on module.
Can we see which invoices are outstanding?
Yes. Every invoice creates the matching receivable, and open items are visible in one place.
What does invoicing with QUANTICAL.ERP cost?
It is included in the price. 90 days free, then 12.90 euros per user per month, with no surcharge for invoicing.