NATELEIGH / PRACTICAL BUSINESS SYSTEMS
A completed-job-to-invoice handoff checklist
For contractors and service-business office teams: use this checklist to find why completed work waits for billing. Agree requirements for your own contracts and accounting process before applying it.
1. Give the job one identifier
Use the same job reference on field notes, approvals, time entries and office records. Confirm the correct customer and billing contact so the office does not have to reconstruct the job from messages.
2. Define ready for review
List the information your office needs: work description, completion date, time or quantities, materials, agreed changes and any required purchase order or approval. Requirements vary by job; name the exceptions.
3. Assign the office owner
Give one person or role responsibility for checking the job pack. Set an agreed review interval and distinguish ready for review, missing information, approved for billing and billed. Do not treat field completion as automatic invoice approval.
4. Route incomplete jobs
Return each missing item to a named owner with the job reference and next action. Keep incomplete jobs visible in a queue rather than hiding them in an email thread. Review overdue items at the agreed interval.
5. Close the loop
When billing is completed, record the invoice reference against the job and check for duplicate billing. Payment follow-up is a separate process with its own status and owner.
Run a five-job review
Take five recent completed jobs. For each, record completion date, date ready for billing, missing information and who resolved it. Look for a repeated delay before deciding whether clearer instructions, a shared queue or automation would help.