Define the work
Map the path from incoming request to a complete billing record. Agree required information, cut-off times, priorities and escalation rules. Define which tasks the team can complete and which require client approval.
Keeping billing support on schedule
How a dedicated back-office team can keep billing preparation moving while a professional services firm retains approval and financial control.
Client profileProfessional services firm
Service scopeBilling preparation and follow-up
Delivery modelManaged back-office team ↗
The challenge
Routine work.
Recurring delays.
A professional services firm prepares recurring invoices across several client accounts. Time records, purchase-order references and billing instructions arrive through different teams. Missing information sends work back for clarification as the billing deadline approaches.
Finance specialists spend time chasing routine details while account teams ask for updates. The firm needs dependable processing capacity and a clear view of what is ready, what is missing and who owns the next step.
The managed-service approach
A dedicated team. A controlled workflow.
Prepare the team
Select people for accuracy, follow-through and the tools involved. Train against client procedures and sample cases, then move through supervised work. Check readiness before assigning a live queue.
Keep the queue moving
Check records for completeness, follow up on missing details and prepare work for approval. Give exceptions a named owner and next action. Review ageing work and recurring errors each day, adjusting coverage within the agreed service plan.
How the model operates
Daily ownership.
Clear approval.
Gatestone manages
Staffing, training, work allocation, quality checks and daily reporting. A service lead oversees the dedicated team in client-approved systems, with access limited to assigned tasks.
The client retains
Billing rules, invoice approval and financial decisions. The finance team authorizes invoice release and resolves exceptions outside the agreed procedures.
Regular reviews focus on delayed records, repeat errors and upcoming billing cycles. The client and service lead agree changes to capacity or procedures before they enter daily use.
Intended outcomes
Less chasing.
More work ready.
Agree a baseline during transition. Track processing progress and accuracy through each billing cycle.
01More work ready on time
Track the share of complete billing records submitted for approval before the agreed cut-off.
02Fewer avoidable returns
Review records sent back for missing information or processing errors, and address the recurring causes.
03Clearer ownership of delays
Monitor aged work, unresolved exceptions and whether each open item has an owner and next action.
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