Made for Federal Contractors
Audit the File Before Billing
75 min
Intermediate
Financial Organization
Run a structured pre-bill check that ties every charge to the contract, billing period, funding, approvals, and required support.
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Use this when
A federal invoice is being prepared, reviewed, or approved, especially when multiple labor categories, funding lines, subcontractors, or billing rules apply.
You'll need
- Billing period
- Contract and invoice terms
- Billing basis
- Draft invoice and cost detail
- Labor support
- Cost and subcontractor support
- Funding, dates, and approvals
You'll get
- Every invoice line assigned a pass, hold, or escalate status
- Labor and non-labor support traced to the related charges
- Funding and period-of-performance checks documented
- Missing approvals and backup listed with owners and next actions
- Submission recommendation and backup index completed
By the end of this playbook
You will have:
- Every invoice line assigned a pass, hold, or escalate status
- Labor and non-labor support traced to the related charges
- Funding and period-of-performance checks documented
- Missing approvals and backup listed with owners and next actions
- Submission recommendation and backup index completed
Sample
This is sample data, not your prompt. Pro unlocks this higher-stakes Playbook. On Free Playbooks you can still copy the assembled prompt into any AI.
Sample input
Billing period: June 1-30. Billing basis: Time and materials. The draft invoice includes 1,240 labor hours, travel, and two subcontractor invoices. The latest modification added funding to CLIN 0001 but didn't change the period of performance. One travel approval is missing, three labor entries use a category that differs from the staffing plan, and one subcontractor invoice lacks acceptance evidence.
Sample assembled prompt
Recommendation: READY AFTER LISTED FIXES PASS... - Subcontractor invoice SC-104 matched to... HOLD - Travel line TR-22: Written... Remove from this invoice or obtain... - Subcontractor invoice SC-108: Acceptance evidence... Hold pending confirmation from the designated... ESCALATE - 52 labor hours: The... Contracts and finance must confirm the... Submission condition: Correct or remove all...