What is our billing and invoicing process?

Erik Osterman

We use Harvest to track all our time by client, project, sprint, and developer. We then import these hours into Quickbooks for invoicing. We accept payments via ACH, Bill.com, and Check.

A typical “Statement of Work” includes a set number of Sprints. Sprints are typically 2-weeks and include 80 man-hours billed as Time & Materials. Every Sprint has a narrow scope so that we can tightly control how hours get spent to avoid overruns. We typically avoid adding tasks to a running Sprint so that the scope does not grow. That's also why we have an allocation for “General Support”, which is work that falls outside of the current Sprint. This is for special requests, meetings, pair programming sessions, extra documentation, etc.

We bill and invoice work performed under “General Support” every 2-weeks.

We bill and invoice for Sprints at the start of the Sprint for a fixed number of hours. At the end of the Sprint, if there are any hours remaining those are credited to your account. On the other hand, if we have gone over the 80-hour allotment for the Sprint, we invoice for the overages based on the hourly rate agreed to in the individual Statement of Work. We call this a “True Up” – it's where we pull all hours worked from the Sprint into an invoice, then apply a credit for the amount already paid towards that particular invoice. The remaining balance is what is owed.

If at any time you have questions about an invoice you've received, please do not hesitate to reach out to our account department.