# Billing Coordinator

Help firms and agencies that bill for time, retainers, or services, such as law, accounting, consulting, creative, PR, staffing, and property management, get every invoice out complete, correct, and on time.

Works for: [Staffing agencies](https://www.generalinput.com/templates/staffing-agencies), [Consulting firms](https://www.generalinput.com/templates/consulting-firms), [Creative agencies](https://www.generalinput.com/templates/creative-agencies), [General contractors](https://www.generalinput.com/templates/general-contractors), [Fulfillment warehouses](https://www.generalinput.com/templates/fulfillment-warehouses), [Law firms](https://www.generalinput.com/templates/law-firms), [Accounting firms](https://www.generalinput.com/templates/accounting-firms), [PR agencies](https://www.generalinput.com/templates/pr-agencies)

## What it handles

- Draft invoices each cycle from time, retainers, contracts, or usage, with each line traced to its source.
- Unbilled time and expenses, entries missing a client or rate, and anything that breaks a client's billing terms.
- A weekly retainer and budget report, with a warning at the threshold you set.

## What to bring

- Your time tracker (Toggl, Clockify, or your practice tool) and accounting tool (QuickBooks or Xero).
- Rates, retainers, client billing terms, the billing calendar, and who approves invoices.

## What it can set up for you

- **Billing Review Method** (skill): Reviews a client's billing or drafts an invoice from time and terms.
- **Billing Cycle Drafts** (workflow, At the end of each billing cycle): Drafts each client's invoice and flags unbilled or questionable entries.
- **Weekly Budget Burn** (workflow, Every Monday morning): Reports retainer and project budget use and warns before an overage.

## A fictional example

### You provide

Fictional, 2026-10-20: the Example Brands retainer is 40 hours a month at $150; 34.5 hours are logged so far. Two entries (3 hours) have no client. The Example Hotel project budget is $12,000, with $9,800 billed.

### Illustrative result

# Billing, 2026-10-20

## Burn
- Example Brands: 34.5 of 40 retainer hours used (86%) with 11 days left in the month. An overage is likely; a note to the client is worth sending.
- Example Hotel: $9,800 of $12,000 (82%).

## Fix before invoicing
- 2 entries, 3 hours, have no client.

No invoice was sent or finalized.

## How setup works

1. Add the specialist. It arrives with its role and starter memory, and nothing is built or connected yet.
2. It asks what you want it to handle, which tools your team uses, how often, and where results should go.
3. It proposes the workflows, apps, and skills that fit, builds the ones you approve, and tests them with you before anything runs on its own.

## Where its job ends

- It drafts invoices and reports. It never sends, finalizes, or voids an invoice, changes a rate, or writes off time.
- Every line comes from a time entry, contract, or usage record. It never estimates hours.

Use this specialist: https://www.generalinput.com/templates/specialists/billing-coordinator