# Timesheet Invoicing: Approved Hours to a Draft Bill

Source: https://maito.app/workflows/turn-approved-timesheets-into-a-client-bill

When a client approves timesheets, Maito applies your rate table, works out regular and overtime and saves a draft invoice for you.

Maito turns client-approved hours into a draft invoice using your rate table, and shows revisions.

[Finance](https://maito.app/workflows/team/finance) · [Recruiting and staffing](https://maito.app/workflows/industry/recruiting-and-staffing) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Gmail
-   Microsoft 365
-   Superhuman Mail
-   [QuickBooks](https://maito.app/workflows/tool/quickbooks)
-   [Xero](https://maito.app/workflows/tool/xero)

## How 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

1.  Match each worker to the client and rate version
2.  Keep the client's approval
3.  Calculate regular and overtime totals
4.  Save a draft invoice for review

## Example

Loop run: Approved timesheets from 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

When something happens Turn approved timesheets into a client bill

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

### Does it send the invoice?

No. It saves a draft in your accounting software and sends the summary to you.

### What if the client revises hours?

It uses the latest revision, notes the change and keeps both emails on file.

### Which tools does it use?

QuickBooks or Xero for invoices, email for approvals, and a time tracker like Harvest or Toggl through a skill.

## More finance workflows

-   [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice)
-   [Review expenses against policy Expenses get checked against the policy before a person approves them. Finance · When something happens Works with Ramp.](https://maito.app/workflows/review-expenses-against-policy)
-   [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist)
-   [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance)
-   [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices)
-   [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fturn-approved-timesheets-into-a-client-bill)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)