How do you automate invoicing when the hours sit in a spreadsheet?
To automate invoicing without a new system, Bombos brings together the hours, receipts and agreements from your spreadsheet and email, marks the differences from last month and gets draft invoices ready that only go to QuickBooks after your approval.
Works with QuickBooks and your own project numbers.
First the invoicing round, then the rest; your organization does more, better work with the same people, and your team teaches Bombos the next task itself.
This is how it goes now, and how it goes with Bombos.
Hours, receipts or costs from a spreadsheet turn into draft invoices by hand every month, and again the month after that.
Today someone manually brings together hours, receipts and agreements from old emails into draft invoices. The hours and receipts are in a spreadsheet, while the agreement may be buried in an earlier email. Then comes the comparison with last month, but a difference does not explain why a line changed. QuickBooks Online can already create invoices. The manual work is the preparation when hours and receipts sit outside it.
The draft invoices sit ready, with the differences from last month marked.
The proposal for this round is ready with differences from last month marked and the reason attached when it can be found. Bombos reads the spreadsheet and email and finds the customer, project and agreement. If information about a project or agreement is missing, you get a question. You review the proposals, and the draft invoices go to QuickBooks only after you approve them.
After three months, the invoicing round no longer takes over a colleague's schedule. The drafts are ready, differences from last month are marked, and you review only what changed. Agreements that once lived only in your head have become rules. More customers can come in without making the round longer, and the colleague who used to shut everything else out has time for other work.
What's ready for you then
- Draft invoices ready without retyping the spreadsheet
- Review only what changed since last month
- Duplicate and missing lines flagged before sending
- The round fits beside the week's regular work
Where do you see that?
You see the groundwork for your invoicing round on the list of proposals in Bombos. Every proposal has a reason and a status. "Ready for you" means you can review it. "Waiting on your input" means information or a decision is missing. An unclear reference to a project, for instance, needs an explanation before you move on with the invoice.
You do not need QuickBooks open to see what is ready for the round; the draft invoices land there once you approve them. You look at the groundwork and decide whether the data can be used for a draft invoice. You also check whether the marked differences fit this month's work. Every action with an effect outside Bombos is recorded in a log you can open, so you can look back at what was done, without mistaking a ready proposal for a sent invoice.
How does it start?
In the first week of the three-month pilot, we look together at how you prepare the invoicing round. In a setup conversation of about an hour, we go through the mailbox, the package and your rules. We look at where the hours and receipts sit and where the agreements behind that data can be found. We also agree who fills in missing information and who decides what belongs on the invoice.
Bombos then puts the first, clearly defined preparation task live at "proposals." You check the result and correct a wrong explanation or choice. Your correction becomes the rule for the next round; without that explanation, Bombos does not learn your invoicing agreements. You keep working with your existing bookkeeping. Adjustments happen by filling in settings together, no course required. Once a task type has gone well for a while, you decide whether "run after approval" or "run on its own" fits, with the log still open to you. You keep deciding which draft invoices go to QuickBooks.
If only you know why the hours differ this month, Bombos asks questions about it. You record the agreement, so a similar difference gets recognized on its own next month. In the next proposal you read that explanation back and judge whether the same agreement still applies.
The invoicing round is the start, not the whole offer. We take you along on the first task. After that, your own office staff teach Bombos the next one, without you having to come back to us. After three months, the invoicing round no longer costs a day.
Invoice more customers with the same team.
An invoicing round grows with every customer you add. For a fast-growing organization, that usually means another hire or the same colleague shutting out other work for even longer. Bombos offers another route. You do more work with the same people, and quality rises because the checks focus on what changed.
The invoicing round is the first task. After that, your team teaches Bombos the next one itself, without anyone needing to be technical. You explain how you work and improve the proposals. Your people learn to work with AI along the way, and your organization becomes more effective with AI. We guide you through the first step because we do not want you to keep coming back to us.
Which work grows with every new customer? Leave your number and we will call you back to talk through your situation.
What Bombos does, in three steps
It reads what comes in
An email, a message, a photo or a PDF: Bombos reads it, looks up the client and the details in the systems you already have, and sees what is missing.
It drafts the work, you approve it
The proposal sits on one list with the reasoning next to it. You read it, adjust it and approve. Only then is anything sent, booked or filed.
It remembers what you decide
Every correction becomes the rule for next time. Once a kind of task has gone well for a while, you hand it over step by step, and you check the log afterwards.
What can't Bombos do here today?
Bombos does not post the draft invoices without your approval; only after your check do they go to QuickBooks. It marks differences from last month, but you judge whether that difference is justified. More hours might belong to different work. Without the agreement behind that work, the change is not yet explained. Matching last month is not enough to approve an invoice either: you look at the hours and receipts of this round. Which agreement explains a difference this month is not written down in the spreadsheet or the package. So Bombos interviews you about it: it asks which agreement explains the difference, so it recognizes a similar one next month with that same reason.
A proposal can be wrong or incomplete. The content needs checking before an invoice is made from it. A ready proposal does not mean the customer has received an invoice either. Outgoing messages to a third party, on any channel, need a staff member's approval first. For messages in the invoicing round, that limit is technically enforced. Only Bombos can switch it off, at your explicit request and at your own risk.
The invoicing round is about what was agreed this month, even when the spreadsheet looks like last month's.