Solutions Billing Control

Reconcile worked, paid, and billed as a verdict — not a month-end surprise.

Smartta links every approved hour to the hour you bill, checking the chain from timesheet to pay to invoice before the numbers diverge into leakage, credits, and client disputes.

Contact Sales See the control chain

The governed decision chain: worked → approved → paid → billed → reconciled.

Billing readiness

March billing run

7 flags

✓

Approved hours loaded

Timesheets received and signed off

Pass

Bill-rate mismatch

Placement rate differs from the billed rate

Flag

Unbilled worked hours

Paid hours with no matching bill line

Gate

↳

Evidence-linked review

Reason, source, owner, and rate recorded

Ready

Invoice release

Held until unmatched hours are reconciled and evidenced.

Held

An hour caught before billing is a corrected line. After billing, it's a credit note — or leakage nobody recovers.

The problem

Worked, paid, and billed are three numbers that rarely meet.

The hours you rostered, the hours you paid, and the hours you billed each live in a different system. The gaps become margin leakage, credit notes, and client disputes — usually discovered a month after the money moved.

Leakage is found in reconciliation.

A paid hour that never made it onto an invoice isn't caught until month-end — if it's caught at all.

One rate error repeats across a client.

A wrong bill rate on one placement pattern is every timesheet on that contract, every cycle, until someone reconciles by hand.

Disputes mean rebuilding the month.

"Why were we billed this?" can mean exporting time, pay, and the placement record and reconstructing the week per line.

The governed chain

Every billable hour checked before the invoice hardens.

Smartta sits between approved time and the invoice — running each hour through the same pass, flag, or gate boundary before billing receives the outcome.

✓

Worked-to-approved

Hours are matched to the approval and the placement before they can be billed.

Rate and rule applied

Bill rate, on-costs, and margin rules are checked against the contract, with the rate version recorded.

↳

Overrides with authority

A manual bill adjustment is captured by name, with a mandatory justification — segregation of duties enforced.

Invoice release gated

The bill run is blocked until worked, paid, and billed reconcile and the exceptions are evidenced.

Most hours reconcile silently. Your team only sees the lines that don't.

The plan

Three steps to safer workforce decisions.

Map the risk

Identify where decisions move between roster, time, HR, payroll, credentialing, and care systems.

Here: where approved time, pay, the placement rate, and the invoice exchange hands.

Control the decision

Configure checks that pass, flag, or gate high-risk workforce decisions before they move downstream.

Here: every billable hour reconciled against what was worked and paid — before the invoice goes out.

Prove the outcome

Keep decision evidence ready for payroll review, compliance checks, incident response, and operational governance.

Here: source, rate, reason, reviewer, and outcome — ready for finance, the client, and audit.

Evidence

When a client asks why they were billed, the answer is already there.

Finance, operations, and account teams should not reconstruct the same week from time, pay, and the placement record.

Question Source Result Proof

Was this hour approved? Timesheet + approval Pass Approval and reviewer recorded

Which bill rate applied? Contract + rate pack Flag Rate differs from placement

Can the invoice release? Billing gate Gate Held until reconciled

Who adjusted the bill? Evidence ledger Ready Adjuster, timestamp, reason

Before the invoice, not after

Billing gets calmer when worked, paid, and billed are reconciled before release.

For operations

Unbilled hours and rate gaps are visible while the placement is still live — not written off at month-end.

For finance

Invoices arrive reconciled, approved, and evidenced — fewer credit notes and fewer disputes.

For leadership

Proof that every billed hour traces to an approved, paid hour — every client, every cycle.

Worked, paid, and billed

See where your billing leaks.

A short review of how hours move from timesheet to pay to invoice — and where reconciling them earlier would remove leakage, credit notes, and disputes.