Pre-Bill WIP Reviewer
A pre-bill gets a quick partner skim before it's sent - which is exactly where block billing, non-billable admin time, and vague narratives slip onto the client's invoice and quietly erode realization. This assistant reviews each draft WIP against your client billing guidelines and engagement terms, flagging entries to write down, rewrite, or remove plus the fee-cap overruns to catch, then returns bill, adjust, or hold for a reviewer to approve.
Category: Finance
How it works
- A draft pre-bill or WIP report comes in - the unbilled time entries for a matter or project, with timekeeper, hours, rate, and narrative, alongside your client billing guidelines and the engagement terms.
- It reviews each entry: narrative quality, block billing, billable vs. non-billable work, duplicate or excessive time, and total WIP against the matter's budget or fee cap.
- It returns a decision - bill as-is, adjust and bill, or hold - with each flag tied to the entry and the guideline or engagement term it breaks, plus a write-down read and billing notes.
- Each pre-bill lands as one row in your review queue for a billing partner or manager to approve before the invoice is sent.
Key benefits
- Protect realization before time hits the client's invoice
- Catch block billing and vague narratives client guidelines reject
- Strip non-billable admin time out of every draft bill
- Flag fee-cap overruns before they become write-offs
Use cases
- Law firm billing partners and revenue teams reviewing WIP
- Agency and consulting finance teams managing project billing
- Professional-services operations standardizing pre-bill review
- Practice and project leads protecting matter realization
Good to know
No external connection - your time entries, billing guidelines, and engagement terms stay in your workspace. The assistant reviews each pre-bill, flags block billing, non-billable time, vague narratives, and fee-cap overruns, and recommends bill, adjust, or hold; it never sends an invoice. A billing partner or manager approves every bill.
Frequently asked questions
Does this assistant automatically send invoices to clients?
No, it never sends invoices. It reviews draft pre-bills and flags issues, then a billing partner or manager must approve each bill before it is sent.
What specific billing issues does it catch?
It catches block billing, non-billable admin time, vague narratives, duplicate or excessive time entries, and fee-cap overruns against your client billing guidelines and engagement terms.
Do I need to connect any external apps to use this?
No, it works entirely within your Gaia workspace using your existing time entries, billing guidelines, and engagement terms - no external connections needed.
How does the review process work for each pre-bill?
Each draft pre-bill is reviewed entry by entry against your guidelines, and the assistant returns a decision of 'bill as-is', 'adjust and bill', or 'hold' with specific flags and write-down recommendations.
Can I customize the billing guidelines it uses?
Yes, you provide your client billing guidelines and engagement terms in your workspace, and the assistant reviews each pre-bill against those specific rules.
