Project invoicing automation
Turn monthly project progress into reviewed draft invoices.
The demonstration starts with a monthly project-invoicing grid populated from the existing finance system. Each row shows the customer, project, estimate, estimate value, amount already invoiced and percentage billed to date. The responsible project manager enters the percentage to invoice this month, and Numra immediately calculates the draft invoice value and applicable tax. Once the project managers have submitted their updates, the draft invoices are sent to finance for review.
A controlled workflow from start to finish.
Pull the open estimates
Numra reads the active customer and project estimates from the existing finance system. The monthly grid shows the project manager, customer, project, estimate reference and total, amount invoiced to date, percentage invoiced and remaining estimate value.
Capture this month's progress
The responsible project manager enters the percentage of the estimate that should be invoiced this month. The list can be filtered by project manager, team, entity or billing period. Projects with no billing remain at zero and do not enter the invoice run.
Calculate the draft invoice
Numra calculates the current invoice value from the agreed estimate and the percentage entered for the month. It also calculates the relevant tax and checks the proposed amount against the original estimate value, the amount invoiced to date and the remaining estimate balance.
Build the invoice correctly
The draft invoice uses the approved information already held in the connected systems - including customer and bill-to entity, project and estimate references, invoice line structure, customer PO reference, tax treatment and legal entity.
Send the drafts to finance
Once the project managers have completed their updates, the ready rows are sent to finance as draft invoices. Finance sees the draft value and the information used to create it, and can review the customer, project, PO, entity, tax and recipient details before approving.
Post the approved invoices
Approved invoices are created in the existing ERP, accounting or billing platform. The posted amount becomes part of the invoiced-to-date position used in the next monthly cycle, keeping the billing grid connected to the finance system.
What it can handle.
Project and estimate information
- Active customer estimates
- Multiple estimates for the same project
- Estimate totals and amounts invoiced to date
- Remaining estimate values
- Percentage invoiced to date
- Project manager ownership
- Customer and project references
- Multiple legal entities
Monthly billing
- Percentage-based monthly billing
- Projects with no billing in the current period
- Current-month draft calculations
- Automatic tax calculations
- Project-manager filters
- Monthly billing portfolios
- Draft-ready and no-invoice statuses
Invoice preparation
- Invoice lines copied from the underlying estimate
- Project and estimate references
- Customer PO information
- Entity and tax routing
- Invoice recipient information
- Project-manager attribution
- Draft invoice creation in the finance system
Review and control
- Finance review before posting
- Checks against the original estimate
- Previously invoiced and remaining values
- Customer and legal-entity validation
- PO and recipient checks
- Correction before posting
- Approval history
- Clear ownership of every project row
Fits the way your operation already works.
Numra supports different customer requirements, billing models, review steps and approval paths within the same progress-billing workflow. As project terms, billing cycles or customer rules change, the workflow can adapt without rebuilding the process.
Which estimates should appear in the billing grid
How project ownership is determined
What the entered percentage represents
How the invoice value is calculated
Which entity should issue the invoice
How estimate lines become invoice lines
Which tax treatment applies
What customer and PO checks are required
Who reviews the draft before posting
Where the approved invoice should be created
Works with the systems your team already uses.
The Numra Platform connects the information, tools and systems involved in the progress billing workflow - without requiring your team to replace its existing core software.
Model-agnostic by design
We choose the best AI model for each workflow based on performance, cost and data sensitivity - not the other way around.
Configured around your workflows
Every deployment is configured around the systems, data, rules and workflows your team already uses.
AI assistants where they work
ChatGPT, Claude and Gemini are excellent for individual tasks. We use them where they are the right fit and build workflow software when the work needs more.
Workflow software where it matters
When work needs integrations, business rules, approvals and auditability, the Numra Platform configures production software around the workflow.
For this workflow, that typically includes: ERP and accounting systems, Project and job-management tools, CRM and customer-master systems, Estimate and quoting platforms, Document repositories, Email and approval tools, Reporting and business-intelligence platforms.
What changes when the workflow is in place.
Remove the monthly spreadsheet
Give project managers a live view of their estimates and billing position instead of circulating and consolidating a separate workbook.
Calculate invoices consistently
Use the estimate value and entered percentage to calculate each draft in the same way.
Give finance a proper review point
Check the customer, entity, PO, tax and recipient before the invoice is posted.
See what is ready to bill
Know which projects have been updated, which have no billing this month and which drafts are waiting for finance.
Keep the billing position current
Use the posted invoice history from the finance system as the starting point for the next cycle.
Retain a clear record
Every draft value, approval decision and posting confirmation is recorded against the project and billing period.
Project managers update one controlled monthly billing view. Numra calculates the draft values and prepares the invoice information, while finance retains the final review. There is no separate spreadsheet to rebuild, circulate and reconcile. Every draft starts with the current estimate and invoiced-to-date position, follows the appropriate entity and tax rules, and reaches the accounting system only after approval.
Replace your monthly project-invoicing spreadsheet.
Show us your current workflow, rules and systems. We’ll show you how Numra can automate it.
