Calendar events, emails, and task logs are matched to client codes automatically, producing draft timesheets that partners confirm in a twenty-minute weekly review — so billable work stops evaporating between the moment it happens and the moment it's invoiced.
Typical results
-18pts
Billing leakage
+160 hrs
Billed monthly, recovered
20 min
Weekly partner review
96%
Billable work captured
Figures reflect typical results for this kind of automation.
The challenge
Timesheets were reconstructed from memory at month-end. Quick client calls, email threads, and advisory conversations never made it in, and partners routinely under-recorded their own time rather than fight the timesheet system. The practice estimated 22% of billable work leaked away unrecorded — real revenue, performed and delivered, that simply never reached an invoice.
Before and after
Untracked billable work
−82%Monthly billed hours
+11%Weekly timesheet admin per partner
−87%The automation
We connected calendars, mailboxes, and the task system to an AI matching flow that recognizes which client each meeting, email thread, and task belongs to, estimates the time spent, and drafts timesheet entries against the right client code. Every Friday, each partner gets their week pre-filled for review — confirm, adjust, or discard line by line in about twenty minutes. Confirmed hours flow straight into the billing system, coded and ready for invoicing.
How it works
- 01
Work happens
Meetings, emails, and tasks accumulate naturally in calendars, mailboxes, and the task system.
- 02
AI matches clients
Each item is recognized and mapped to the right client code with an estimated duration.
- 03
Timesheets drafted
The week's entries are pre-filled per partner, grouped by client and matter.
- 04
Friday confirmation
Partners confirm, adjust, or discard line by line in a twenty-minute review.
- 05
Straight to billing
Confirmed hours land in the billing system, coded and invoice-ready.
Starts from
- Calendar events
- Emails & task logs
Delivers
- Draft timesheets
- Partner confirmation
- Invoice-ready hours
The impact
Untracked billable work fell from an estimated 22% to 4% — an 18-point drop in leakage worth roughly 160 extra billed hours a month across the practice. Partners spend twenty minutes a week confirming instead of hours reconstructing, and invoices now go out with fewer client disputes over vague entries.
Questions about this automation
How does the AI know which client a meeting or email belongs to?
It compares attendees, email addresses, subject lines and task names against the practice's client list and matter codes, and estimates the time spent on each item. Items it cannot match with confidence are left uncoded in the draft, so the partner assigns them during the weekly review instead of the system guessing.
Do partners have to approve every entry?
Yes. Every Friday each partner receives the week pre-filled, grouped by client and matter, and confirms, adjusts or discards each line. The review usually takes about twenty minutes. Nothing reaches the billing system until the partner has confirmed it, so the timesheet stays under their control.
What systems does it need access to?
It reads from the practice's calendars, mailboxes and task system, and writes confirmed hours into the billing or practice management system with the client code attached. Email content is used only to identify the client and estimate time. This is a multi-step build, usually rolled out in stages, starting with calendar events.