A weekly sequence for closing work records, checking expenses, issuing invoices and following payments.
Monday: inspect active work
Confirm client details, rates and work approaching delivery. Resolve missing approvals early.
Friday: close the evidence
Review sessions, milestones and receipts while the week is easy to remember.
Invoice on a predictable trigger
Use the contractual milestone or consistent schedule and check the PDF and recipient.
Review receivables separately
Scan sent, due and overdue invoices, record confirmed payments and plan follow-up.
Monday: inspect active work in practice
Every Friday, an illustrator closes completed work, matches receipts and checks projects ready for billing. Monday is reserved for issuing approved invoices and reviewing receivables. This separation catches missing evidence without delaying invoices indefinitely and gives overdue follow-up a predictable place instead of relying on memory.
Review receivables separately review
The workflow should define who approves work, what triggers an invoice and when payment status is reviewed. Exceptions need their own notes: disputed scope, partial payment, credit or a promised date. Measure how long completed work waits before invoicing as well as how long issued invoices remain unpaid.
Give each weekly review a clear stopping point: unresolved items receive an owner and next action rather than remaining hidden in a draft. Check client details and rates when work begins, not only when the invoice is urgent. Batch routine administration while preserving project-level evidence. A simple dashboard can highlight missing receipts, uninvoiced work and overdue balances, but the review must still investigate why an item is outstanding before changing its status. Track recurring exceptions over several weeks: repeated missing approvals or late expense capture usually indicate that the workflow needs an earlier checkpoint, not another end-of-month reminder.
Put the process into practice
Open the matching Billoz workflow, then use the calculator or planning tool to check the relevant figures.
Sources
Written and reviewed by the Billoz editorial team at WILLIATION TECHNOLOGIES LTD. Published 1 May 2026; reviewed 19 September 2026.