Solutions Invoice Assurance

Make every invoice defensible before it leaves the building.

Smartta traces each invoice line back to approved time, the rate rules, the placement record, and client approval — so a query is answered from the record, not reconstructed under dispute.

Contact Sales See the control chain

The governed decision chain: time → rate → placement → approval → invoice.

Invoice readiness

Client batch 0312

5 flags

✓

Approved time linked

Every line traces to signed-off hours

Pass

Rate rule mismatch

Applied rate differs from the contract rule

Flag

Missing client approval

Line billed without required sign-off

Gate

↳

Evidence-linked review

Time, rate, placement, and approval recorded

Ready

Invoice release

Held until every line traces to approved time and an authorised rate.

Held

A line checked before release is an edit. After release, it is a dispute — or a credit note against next month.

The problem

An invoice is assembled from records nobody checked together.

Time, rate rules, the placement record, and client approval each live in a different place. When a client disputes a line, defending it means pulling all four together — after the invoice has already gone out.

Disputes surface after release.

A wrong rate or an unapproved line is found when the client queries it — when fixing means a credit note.

One rule error repeats across the batch.

A misapplied rate rule is not one line — it is every line on that contract, every cycle, until reconciled.

Defending a line means a rebuild.

"Prove this invoice" can mean exporting time, the rate card, the placement, and the approval, and reassembling it by hand.

The governed chain

Every line checked before the invoice hardens.

Smartta sits before invoice release — running each line through the same pass, flag, or gate boundary before the batch goes out.

✓

Time-to-line trace

Each billed line is matched to approved, signed-off hours before it can be raised.

Rate rules applied, versioned

Contract rate rules are checked against each line, with the rule version recorded.

↳

Client approval captured

Required sign-offs are attached to the line, by name, with the timestamp.

Invoice release gated

The batch is blocked until every line traces to time, rate, placement, and approval.

Most lines pass silently. Your team only sees the ones that need defending.

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, rate rules, the placement record, and client approval meet the invoice.

Control the decision

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

Here: every line traced and rate-checked before the invoice is released — every batch.

Prove the outcome

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

Here: time, rate, placement, approval, and reviewer — ready for the client and for audit.

Evidence

When a client disputes a line, the answer is already there.

Account and finance teams should not reconstruct an invoice from four systems every time a line is queried.

Question Source Result Proof

Does this line trace to time? Timesheet + approval Pass Approved hours linked

Which rate rule applied? Contract rate pack Flag Differs from contract rule

Can the invoice release? Release gate Gate Held until traced

Who approved the line? Evidence ledger Ready Approver, timestamp, reason

Before release, not under dispute

Invoicing gets calmer when every line is defensible before it goes out.

For account teams

Queries are answered from the record in minutes — not reconstructed under dispute.

For finance

Invoices leave traced, rate-checked, and approved — fewer credit notes and write-offs.

For leadership

Proof that every line traces to approved time and an authorised rate — every client, every batch.

Time, rate, and approval

See where your invoices are hard to defend.

A short review of how your invoices trace back to time, rate rules, placement, and approval — and where checking them before release would remove disputes and credit notes.