ORDERS & OPERATIONAL HANDOFFS
A job-completion-to-invoice workflow gives finance an accepted completion record with the information needed to prepare an invoice. We help UK businesses remove repeated checking and entry between operations and finance, while keeping commercial approval, disputes and invoice authorisation with the appropriate people.
Meet us face to face anywhere in the UK by arrangement. We start with your actual records and costs.
Repeated entry, missing evidence and unclear ownership consume working time. Only a genuine reduction in outgoing spend counts as cash saved; released staff time is capacity.
TRACE THE HANDOFF
Follow a real example through the people, records and systems involved. These are the checks that make this problem different from a generic automation project.
A technician marking a job finished does not always mean finance can bill it. Agree the prerequisites for each job type: completed work, accepted variations, required evidence, customer reference and any responsible approval. Record operational completion separately from acceptance for invoicing.
Send the accepted job reference, customer account, agreed chargeable items and supporting evidence to finance. Identify the authoritative source for each field. A named finance reviewer should see what is ready, what has already been invoiced and what needs a decision, without recreating a second job list.
Missing purchase-order details, a disputed variation or a customer refusing acceptance need an owner and reason. Return only the unresolved item to operations, retain the evidence already accepted and prevent duplicate invoice drafts when the corrected record is submitted again.
A PRACTICAL CHANGE
We assess what can be improved or connected before recommending a replacement. The implementation is agreed around real constraints.
Review completed jobs alongside their invoice prerequisites and actual handover dates. Separate waiting for evidence from waiting for a commercial decision. Establish which repeated steps can be connected and which require changes to responsibilities rather than new software.
Pilot an invoice-ready queue or supported integration using representative jobs. Test partial completion, multiple invoices, revised scope and a job reopened after invoicing. Preserve approval and accounting controls; generating a draft should not automatically authorise posting or sending.
Agree which open jobs move into the new process and reconcile them against existing drafts and posted invoices. Train operations and finance on exception ownership. Document field mappings, cancellation handling and rollback before switching off the previous handoff.
BRING TO THE REVIEW
These records help us establish a baseline, identify who owns the decision and estimate which outgoing costs could actually change.
MIGRATION & OWNERSHIP
Map record ownership and dependencies. Test a bounded workflow with real exceptions, agree cutover and fallback, then train the people responsible. Keep the existing tool where it still serves the business well.
How we manage a changeoverAccess, retention and information security are scoped with the people accountable for them.
START WITH ONE HANDOFF
We will review the cost and the operational dependencies, then agree the next useful step. Meetings are available face to face across the UK.