Record project, customer, contract reference, billing method, period, and responsible reviewer. State whether the review includes time, materials, milestones, retainers, or all four.
Project billing reconciliation for milestone and time-based work
Connect project activity, approved billing, receipts, credits, and unbilled balances in one reviewable packet.
Published · 8 minute read
The short answer
- Keep the source evidence and decision boundary explicit for project billing reconciliation.
- Use an exception owner and next action whenever the record does not support a conclusion.
- Review the completed packet against the ledger before the period is closed.
Set the project population
Compare activity to invoices
Tie approved time or milestone evidence to the invoice and ledger entry. Identify approved work not yet billed, billed work awaiting collection, and work excluded by the agreement.
Review credits and write-offs
Credits, discounts, and write-offs should have a source and approval. Support can identify them; the authorized owner decides whether customer treatment is allowed.
Finish with a project summary
Show billed, collected, open receivable, approved unbilled, disputed, and missing-evidence categories. Review unusual movement with the project owner.
Make the handoff reviewable
Keep the final packet with its source links, status, reviewer, and next review date. A clear preparation boundary lets Offshore Bookkeepers support recurring finance work while the business keeps control of approvals and accounting decisions.
Questions owners ask
What can a bookkeeper prepare?
A bookkeeper can gather source records, perform documented comparisons, maintain the schedule, and flag exceptions. An owner, controller, or CPA should retain approvals, accounting judgments, policy decisions, and payment authority.
What makes the review complete?
The reviewer should be able to trace the population, source evidence, recorded result, open exceptions, and approval or next action without relying on an informal conversation.