Smarter Week

How to automate it

How to automate “prepare client invoices and review billed time”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

180 min
typically, once a month
55%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Generate invoices straight from approved time entries

Clio, Harvest, Productive, Karbon, QuickBooks Time and Xero turn approved time and expenses into invoices in bulk, so billing is a review, not a rebuild.

Typically saves about 45% of the time2 h to set up
  1. 1Make sure time is logged to the right client and project with billable flags.
  2. 2Set rates and invoice templates once per client.
  3. 3At billing time, generate drafts in bulk and review exceptions only.
  4. 4Send with online payment links.

Tools: Clio · Harvest · Productive · Karbon · QuickBooks Time · Xero

Fix 2 of 2

AI

Have AI tidy time entry descriptions before billing

Clients question vague entries. AI rewrites rough notes into clear, consistent billing descriptions in your firm's style. Clio Manage AI and some billing tools do this built in.

Typically saves about 40% of the time5 min to set up
  1. 1Export the draft bill's time entries.
  2. 2Paste them with the prompt below.
  3. 3Check that every rewritten entry is true to what was done.
  4. 4Paste back or update in your billing system.
Prompt to copy
Rewrite these time entries as clear billing descriptions for a client invoice. Rules: start with a verb, say what was done and why it matters to the matter or project, under 25 words each, no internal jargon, do not add work that is not in the original. Keep the date and hours unchanged.

[PASTE ENTRIES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Clio Manage AI

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Agency Account / Client ManagerAgency Project ManagerAccountant / Bookkeeper (firm)Paralegal / Legal AssistantAttorney / Lawyer (firm)

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Other common tasks for Agency Account / Client Managers