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Invoicing Process – PM Responsibilities

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Project Setup

  • The project MUST be created in Jira and registered in the internal system

  • The following information MUST be provided by PM:

    • Client name and details

    • Billing type and invoicing frequency

    • Project budget and time estimate

    • Agreements on team members (rates, roles, allocations)

    • Report generation details (frequency: weekly/monthly; manual/auto)

    • Pre-payment (this field should be added)

If any information is missing, PM MUST clarify it with the Account Manager or Sales representative

Monthly Pre-Invoicing Check

  • At the end of each month, PMO reviews all active projects to check for missing/incomplete project data

  • PMs MUST ensure their projects are up to date and correct any missing information

  • Tasks created based on client requests (CR) MUST have an estimate filled in

Report Flow

🗓️ 1st of the Month

  • PM MUST review or create the Report for each project:

    • Mark billable, non-billable, and unused hours

    • Add comments if there’s any discrepancy between tracked and billable time

    • If the invoice won’t be issued this month, the report MUST still be created and moved to Postponed status

🛠️ Internal Approval

  • When the report is ready, the PM MUST update its status from Draft → Internal Approval

  • PMO reviews:

    • Alignment between spent and billable time

    • Comparison with budget and estimates

👥 Client Review

  • After internal approval, PM sets the status to Client Review and sends the report to the client for approval

If there’s no client response within 2 weeks, despite regular follow-ups → the invoice MAY be issued without client confirmation

✅ Invoice Readiness

  • Once the client approves the report, PM MUST change the status to Ready for Invoice

  • The invoice can then be generated by the finance team based on the approved report

Post-Invoicing Payment Monitoring

  • PM IS RESPONSIBLE for monitoring the payment status of their invoices.

  • One week after issuing the invoice, PM MUST check whether it has been paid.

  • If unpaid → PM MUST notify Alina.

  • PM MUST check payment status at least once a week until the invoice is paid.

  • No further work should be delivered live (e.g., no deployments or go-live changes) if there are overdue unpaid invoices.

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