Invoices

Has A Client Ever Told You

They Never Received The Invoice? Again?

Velorona delivers invoices through a client portal, not email.

No lost attachments, no delivery disputes, and complete visibility into when invoices are viewed and approved.

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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.

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 Does It Actually Work?

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

Frequently Asked Questions

How does Velorona handle invoices based on approved employee hours?

Velorona supports employee-hours invoices that use approved, billable employee time to calculate invoice amounts. Its invoice schedules group billable hours into recurring billing periods. Unapproved time is not included in the final invoice total, helping staffing firms base their invoices on approved work hours.

Does Velorona support different invoice schedules for staffing clients?

Velorona supports weekly, biweekly, semimonthly, and monthly invoice schedules for recurring billing based on approved hours. These schedules help staffing firms organize billable hours into defined billing periods. Confirm with Velorona how schedules are assigned to individual clients and whether client-specific scheduling requirements are supported.

Can I customize invoices in Velorona to meet client billing requirements?

Velorona allows users to customize invoice details, including line items, descriptions, quantities, prices, invoice numbers, purchase order references, issue dates, due dates, discounts, taxes, shipping and handling charges, footer messages, and supporting attachments. General Invoices are designed for fixed fees, services, and expenses that are not tied to tracked work hours, while Employee-Hours Invoices are used for billing based on approved employee work hours. The platform also provides an editable invoice form and a live preview. Confirm whether custom invoice templates can be saved and assigned separately to individual clients, as this functionality is not explicitly documented.

How can I send and track invoices in Velorona?

Velorona allows users to finalize invoices, send them to clients, resend invoices already in the payment flow, and follow up with recipients. Users can track invoice statuses such as Draft, In Review, Pending, Pending Confirmation, Paid, Overdue, Rejected, and Archived. The Follow Up action opens a panel where users can compose a message with a PDF copy of the invoice automatically attached. Confirm whether additional delivery methods, client-portal access, and invoice-open tracking are supported, as these capabilities are not explicitly documented.

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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Request a Demo
Start Free Trial