Our monthly billing now runs on autopilot.
The same ritual every month: gathering time entries, double-checking hours, formatting reports, typing up invoices. We automated our own billing process end to end — 4–5 hours of manual work became about 10 minutes of review. The job is now done by Marlene, our billing AI. And because we built her for ourselves, we know exactly how this works for your business, too.
Month-end as it should be: the pile is done — Marlene took care of it.
One afternoon a month — simply gone
The month-end ritual
- Pulling time entries per customer from the ticketing system and copying them into lists
- Double-checking hours, splitting included-hours quotas by hand — especially tricky across affiliated companies
- Building and formatting activity reports in a word processor
- Typing every line item into the invoicing software — typos included
- Device counts from memory — long-retired devices accidentally stay on the invoice
- Goodwill by gut feeling — recurring problem topics only surface once the customer complains
Review. Approve. Done.
- All hours, devices and contract rules are collected by Marlene, our billing AI — right on time at month-end
- Activity reports and invoice drafts are ready and waiting, accurate to the cent
- A summary shows everything that matters at a glance — including changes versus last month
- Approve and send with one click — even from your phone
- Goodwill with a system: Marlene spots recurring topics on her own — and suggests a visible credit
- Every month neatly archived and traceable at any time
Meet Marlene. She does our billing now.
At Conto IT, every automation gets a name and a face. Marlene isn't a flesh-and-blood employee — she's the AI we built for our billing. She collects time entries, counts devices, distributes included-hours quotas and delivers finished drafts plus a report right on time at month-end.
In our internal team portal she works like a colleague: she files her monthly reports, flags changes in the device fleet — and then waits patiently for one thing: human approval.
“This month’s drafts are ready, all activity reports attached. Would you like to approve?”— Marlene, reliably at every month-end
What Marlene gets done at month-end
Eight steps, zero manual work — until the last one: that’s where a human decides.
Wakes up on time — all by herself
At month-end, Marlene wakes up automatically in the cloud. No office computer has to be running, nobody has to remember anything.
Collecting the hours
She pulls all billable time entries of the month straight from the ticketing system — per customer, with activity, technician and duration. Nothing gets retyped, nothing gets forgotten.
Counting devices — live
Monitoring tells her which devices and servers are actually in operation. Retired devices drop off the invoice automatically — and changes versus last month are shown transparently.
Applying the contract rules
Included-hours quotas, flat rates, volume pricing: Marlene calculates to the cent — and distributes shared hour quotas fairly across affiliated companies, cleanly rounded down to the last cent.
Checking for goodwill — on her own
If a topic keeps coming up for a customer, Marlene spots the pattern and suggests a goodwill credit — shown openly on the invoice instead of quietly billed hours. The customer notices: someone here is paying attention.
Activity reports as PDFs
For every customer she creates a cleanly designed report: who worked on what, when, for how long and with what result. Full transparency — our customers love it.
Creating invoice drafts
Finished drafts with all line items appear in the invoicing software. Deliberately drafts only: nothing is ever sent automatically.
Review, approve, send
Marlene’s summary lands in our internal portal. There it gets reviewed, approved and sent with one click — from the desk or on the go from a phone. A human always has the final say.
Three principles that make the difference
A human has the final say
Marlene prepares, a human decides. No invoice leaves the building without review and approval — automation doesn’t mean losing control.
Only what actually runs gets billed
Device counts come live from monitoring instead of outdated lists. Retired devices disappear from the invoice automatically — fairness, built into the system.
Goodwill with a system
If a topic keeps coming up for a customer, Marlene notices and suggests goodwill — as a visible line item on the invoice instead of quiet billing. Honesty customers can see.
More time for what matters — and better invoices
- 4–5 hours became about 10 minutes — month-end manual work has shrunk to a quick review.
- Accurate to the cent instead of “should be right” — quotas, volume pricing and flat rates: Marlene calculates them more reliably than any manual work.
- Transparency for customers — every invoice comes with a clean activity report: exactly what was done, traceable.
- Everything documented — every month is archived and ready, credentials are encrypted, backups run automatically.
4–5 hours of manual work per month became about 10 minutes of review — month after month, without anyone having to remember.
Running live in our own company. Approval stays with a human.
Connects what you already have
The best part: your team doesn’t have to learn anything new. Marlene talks to the systems you already use — via their interfaces.
Ticketing system
Delivers time entries, activities and customer mapping — the source of truth for work performed.
Monitoring
Knows the real device fleet: what’s running, what’s been retired, what’s new.
Invoicing software
Receives finished drafts with all line items — numbering and accounting stay exactly where they are.
Cloud & email
The workflow runs reliably in the cloud, reports and delivery go out automatically — independent of any single computer.
Works just the same with your systems: almost every modern business application has interfaces — ERP, time tracking, accounting, industry solutions. We connect them.
Which workflow costs your team hours, every single month?
Billing was just our starting point: reports, quotes, data transfer between systems, email processing or recurring analyses — if a workflow has rules, we can automate it. And thanks to AI, even where a human used to read, sort and write. Tell us what’s slowing your team down — maybe it’ll soon have a Marlene of its own.