Check completed jobs and send invoices to the right contact

The engineer has finished. The job is complete. Your finance team still has a series of questions to answer before it can send the invoice.

Was the overtime agreed? Have the charges stayed within the purchase order? Is the engineer’s completion sign-off recorded?

Multiply those checks across a day or a week of jobs and the billing run becomes a job in itself.

Then someone has to find the right person to receive each invoice. Sending it to a general address can leave finance chasing a document that never reached the customer’s accounts team.

Build Concierge brings the agreed checks, invoice creation and delivery into one workflow, so completed work can move towards billing with less repeated handling.

1. Your team selects the jobs. Filter the completed work you want to bill, select the batch and apply the flag that starts the workflow.
2. Build Concierge checks each job. The conditions follow your billing rules. These might include approved overtime, purchase order limits and engineer completion sign-off.
3. Jobs that pass are invoiced. The invoice is raised against the job once the configured checks are satisfied.
4. The invoicing contact is identified. Build Concierge looks at the contacts held against that customer for the person designated to receive invoices.
5. The invoice is emailed. The relevant contact receives the invoice with its PDF attached. If no invoicing contact is recorded, the workflow sends the invoice to your sales team for follow-up.

Your team chooses what enters the run. You also agree the checks and the process for resolving jobs that do not meet them.

Imagine selecting the previous day’s completed jobs. Some are straightforward. Others include overtime or work against a purchase order limit.

The workflow applies the agreed checks to each selected job. Jobs that satisfy them proceed to invoicing and delivery, while your team follows the agreed review process for anything that cannot proceed.

The checks in this example are illustrative and are configured around your contracts.

• Less time reopening jobs for routine checks.

Your finance team can put a selected batch through the same agreed review without repeating every step manually.

• Billing conditions are applied consistently.

The workflow checks the criteria you define before raising an invoice, helping reduce avoidable queries caused by missing approvals or incomplete records.

• Invoices reach the recorded billing contact.

Delivery uses the person designated to receive invoices for that customer, helping reduce manual forwarding and address searches.

• Your team keeps control of the run.

You choose the jobs to put forward and the conditions they must meet.

The practical benefit is a shorter administrative gap between finishing the work and sending a checked invoice. Your team has more time to deal with the jobs that need investigation.

You need:

• A connected job management system that supports the workflow.
• Clearly defined billing checks.
• The job data needed to run those checks, including relevant approvals and completion records.
• Invoicing contacts identified against customer accounts.
• Your invoice template and agreed fallback delivery process.

The checks can only use the information available to them. Reviewing where approvals and sign-offs are recorded is part of getting the workflow ready.

1. Define what makes a job ready to bill. We work through your contracts and the checks your finance team already performs.

2. Agree delivery and exception handling. We establish how the invoicing contact is identified, where invoices go when one is missing and how jobs that cannot proceed will be reviewed.

3. Test before sending. Your team compares the workflow’s results with its normal checks before customer delivery is switched on.

A useful starting point is a sample containing both straightforward jobs and jobs your team would need to query.