The job
An engineer's timesheet shows two hours waiting for site access. The draft invoice lists labour, materials and the call-out fee.
Job evidence → checked invoices
Catch missing
billable work.
Extras, waiting time and materials are easy to leave off an invoice when the evidence is spread across job sheets, timesheets and receipts. Altersoft builds checks that compare them with your invoice drafts and flag what may be missing.
job-to-invoice-check.flowIllustrative example
Before: Cross-check job sheets, timesheets and receipts by handWith automation: Review one flagged line, with its evidence
- Job finishesJob sheet, timesheet, receipt and site photo arrive
- AI compares themEvidence checked against the draft invoice
- Possible extra foundWaiting time on the timesheet is not on the invoice
- Someone checks itAgreed rate and customer sign-off confirmed
- Invoice approvedSent with the evidence attached
From job to invoice
Keep the decision.
Lose the cross-checking.
For construction, logistics, field service and staffing businesses where work is recorded in one place, agreed rates live in another and invoices are put together by hand at the end of a job or a month.
It works best when rates and contract terms are written down and job records are reasonably consistent. The check suggests; a person decides what is actually billable.
Collect the job records
Gather job sheets, timesheets, delivery notes, receipts and photos for each job from the systems or folders where they already live.
Compare with the invoice draft
Check each record against the draft invoice and the customer's agreed rates, looking for work, time or materials that do not appear.
Flag possible extras
Show each possible missing item with the evidence behind it and a suggested amount from your rate card, clearly marked as unconfirmed.
Check and decide
A person confirms the rate, the contract terms and any customer sign-off before an item is added. Disputed or unclear items stay off.
Approve the invoice
The approved invoice goes out through your normal process, with supporting evidence attached where the customer expects it.
Illustrative example
A finished repair job.
Two hours are not on the invoice.
Fictional scenario, not a customer case study or a live demonstration. Outcomes depend on your documents, data and systems.
The flag
The waiting time is flagged with the timesheet entry and the waiting rate from the customer's contract, marked as unconfirmed.
The decision
The office manager checks that the contract allows waiting time and that the site signed it off, then adds the line and approves the invoice.
Systems & safeguards
Built around
your source of truth.
We assess access and data quality before promising a connection. These are integration options to scope, not ready-made connectors included in every project.
Job & time records
Read job sheets, timesheets and delivery notes from your job management system, spreadsheets or shared folders. Photos and handwritten notes need sample testing.
Rates & contracts
Use your agreed rate cards and customer terms. Where terms are unclear or missing, the check flags the item for a person instead of applying a rate.
Accounting & audit trail
Work with draft invoices in Xero, QuickBooks, Sage or your own system where access allows, and record what was flagged, accepted or rejected.
Agree how your data is handled before connecting it
We scope who can access documents, which hosting and AI providers are used, retention and deletion, and what appears in logs. Use redacted samples for discovery. This page does not accept uploads or process any of your data.
Scope, delivery & pricing
Start with one
type of job.
A fixed project quote follows a review of your inputs, systems and approval rules. The website's general starting price is not a price promise for this workflow.
Define a small pilot
Pick one job type, a month of past jobs and their invoices, and one reviewer. Compare what the check flags with what your team found, before using it on live invoices.
What affects the cost?
Document variety, data quality, integration access, rule complexity, permissions and volume. We agree delivery dates after this assessment; system access and data cleanup can extend the work.
Make running costs explicit
The proposal should separate the build from hosting, AI usage, third-party licences, maintenance and future changes, specifying what is included and who owns each ongoing task.
Estimate the opportunity using your own numbers
For illustration only: if 5% of 200 monthly jobs had an unbilled extra worth £60, that would be £600 a month to review. These are assumed numbers, not a measured result or a guaranteed recovery; your own past jobs will show what the check really finds.
See our general pricing approach · Meet the engineer who builds it
Free first chat
Where does billable work
slip through?
Tell us roughly how many jobs you invoice, where job records and rates are kept and how invoices are put together. No confidential documents needed for the first conversation.
Discuss your invoicing checksOr call +44 7441 113592