Invoices

Sub-Vendor Billed for Hours that Didn't Happen.

Catch it Before Payment.

Staffing firms leak 3-5% of sub-vendor spend to invoice errors resulting in $12-25K/year invisible loss. Velorona auto-matches invoices before payment.

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The Velorona Impact

Bidirectional reconciliation. The accuracy layer.

  • Sub-vendor invoices auto-match against consultant hours.
  • Mismatches flagged before payment.
  • Catches $4,000 errors before they clear

Client portal delivery. The dispute killer.

  • Invoices are automatically delivered to the client portal and to email.
  • Clients see when it was sent, opened, reviewed, and approved.
  • ‘I never received it’ dispute disappears. Typical DSO improvement: 15–30 days in the first quarter.

Approved hours become invoices automatically.

No manual input of Weekly, bi-weekly, semi-monthly, or monthly on your billing schedule.

Sub-vendor invoices are auto-matched against consultant hours.

  • Mismatch flagged before payment.
  • Catches $4,000 errors before they clear.

Custom invoice templates per client.

  • Match your client’s invoice format requirements.
  • Configured once, applied automatically. Builds loyalty through attention to detail.

Invoice scheduling. Automatic.

  • Set once per client. Generates and delivers on schedule.
  • No manual trigger. No missed deadlines.

Invoice scheduling. Automatic.

  • Set once per client.
  • Generates and delivers on schedule.
  • No missed invoice deadlines.

PO balance tracked. Alerts at 80%.

  • Prevents client overages. 
  • No surprise invoices beyond budget.

Late-payment automation. Client reminders.

  • Auto-reminders at 7, 14, and 30 days. No manual chase.
  • Clients receive reminders before the deadline, not after.

How It Actually Works?

Timesheet to Invoice with Zero Manual Steps

  • Approved hours auto-captured with rates and totals
  • Client-based invoices consolidate multiple consultants
  • Employee-based invoices cover single contractors
  • General invoices handle flat-fee billing

Client Portal Features (What clients see)

  • Invoice delivered automatically with no email hassles.
  • Open/viewed/approved tracking. Clients see status in real-time
  • Invoice approval workflow with inline comments, no email threads
  • Payment status visible when the invoice was sent, opened, and paid
  • Multi-contact access, which the AP team can approve separately from the decision-maker

Sub-vendor Invoices Auto-Matched. Before Payment.

  • Track incoming and outgoing invoices in one view
  • Auto-match against approved consultant hours
  • Mismatch flagged with dollar amount and hours variance
  • Full audit trail on every match

Full Invoice Lifecycle Management

  • Edit draft invoices before sending
  • Finalize the auto-lock number, date, and due date
  • Resend with updated dates, preserve send history
  • Archive without deleting records

Invoice on Time. Get Paid Faster.

Auto-match sub-vendor invoices. Deliver to client portal (not email). Typical DSO improvement: 15–30 days in the first quarter.

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