Turn approved timesheets into a client bill
Maito turns client-approved hours into a draft invoice using your rate table, and shows revisions.
Finance · Recruiting and staffing · When something happens · Updated
Works with
- Slack
- Gmail
- Microsoft 365
- Superhuman Mail
- QuickBooks
- Xero
Slack
Gmail
Microsoft 365
Superhuman Mail
QuickBooks
XeroHow do you turn approved timesheets into a client bill?
To turn approved timesheets into a client bill, send Maito the client's approval email. It reads the time records, applies your rate table to regular and overtime hours, uses the latest revision if the client changed anything and saves a draft invoice with a worker breakdown. You review it and send.
How it's done today
Accountants retype each worker's hours into payroll and invoice spreadsheets.
What Maito does
- Match each worker to the client and rate version
- Keep the client's approval
- Calculate regular and overtime totals
- Save a draft invoice for review
Example
Loop run: Approved timesheets from Stark Logistics
Stark Logistics approved timesheets for the week ending Oct 11. 9 workers, 372.5 hours. • Regular: 340 h at $38.50 = $13,090.00 • Overtime: 32.5 h at $57.75 = $1,876.88 • Total: $14,966.88 Catch: Stark sent a revision on Oct 13. Ben T. went from 40 h to 36 h, so the total is $154.00 lower than the first sheet. I used the revision and kept both emails on file. From the approval emails, the time records and rate table version 3. Draft invoice INV-2214 is saved, unsent. Worker breakdown attached: stark-wk41-hours.xlsx.
@Maito Email me the breakdown by worker and leave the invoice as a draft.
Sent to you. INV-2214 stays a draft in the accounting software. Nothing has gone to Stark Logistics.
Maito (3:30 PM):
Stark Logistics approved timesheets for the week ending Oct 11. 9 workers, 372.5 hours.
• Regular: 340 h at $38.50 = $13,090.00
• Overtime: 32.5 h at $57.75 = $1,876.88
• Total: $14,966.88
Catch: Stark sent a revision on Oct 13. Ben T. went from 40 h to 36 h, so the total is $154.00 lower than the first sheet. I used the revision and kept both emails on file.
From the approval emails, the time records and rate table version 3. Draft invoice INV-2214 is saved, unsent. Worker breakdown attached: stark-wk41-hours.xlsx.
Omar (3:38 PM):
Email me the breakdown by worker and leave the invoice as a draft.
Maito (3:39 PM):
Sent to you. INV-2214 stays a draft in the accounting software. Nothing has gone to Stark Logistics.
How to set it up
- Ask your agent
“When a client emails approved timesheets, match them to our rate table, calculate the billable total and save a draft invoice. Post a summary in #finance.”
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Connect accounting software
- QuickBooks
- Xero
- Use time tracking
- Harvest
- Toggl
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It bills from the approved hours and your rate table. It can't decide a disputed rate or hours.
Questions
No. It saves a draft in your accounting software and sends the summary to you.
It uses the latest revision, notes the change and keeps both emails on file.
QuickBooks or Xero for invoices, email for approvals, and a time tracker like Harvest or Toggl through a skill.
