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AI agent for billing specialists

Study Billing and Sponsor Invoice Agent

Every billable item is invoiced once, and every invoice is followed to payment.

Budgets and moneyScience and researchFinance
See how it worksGet access
Study Billing and Sponsor Invoice Agent: what goes in, what the agent does and what you get

What it does

Visits get completed, unscheduled procedures happen, and months later the site finds money it never invoiced. This agent matches completed visits and procedures from the study records to the contract budget, line by line. It flags unbilled items, including extra procedures and screen failures that the contract allows, and drafts an invoice list with the amount and the evidence for each. It tracks payments received and chases unpaid lines with a draft query to the sponsor. After a reply it updates the ledger. You approve every invoice. Edge case: a visit completed outside its window is held for review before billing.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Monthly run 2 USES A TOOL Read completed visits, procedures and the budget 3 DOES Match each completed item to a contract budget line 4 CHECKS THE RESULT Is each completed item priced in the contract and inwindow? If not: hold the item and list the question, such asout-of-window or no budget line. Back to step 3. 5 DOES Compare to the invoice log to find unbilled items 6 DOES Draft the invoice list with evidence 7 YOU APPROVE Coordinator approves invoices 8 USES A TOOL Read payment records against issued invoices 9 CHECKS THE RESULT Has each invoice been paid within terms? If not: draft a payment query to the sponsor forapproval. Back to step 8. 10 DOES Update the ledger and the held items list 11 RESULT Billing status report
Read the steps as a list
  1. Monthly run
  2. Read completed visits, procedures and the budget
  3. Match each completed item to a contract budget line
  4. Is each completed item priced in the contract and in window?If not: hold the item and list the question, such as out-of-window or no budget line. Back to step 3.
  5. Compare to the invoice log to find unbilled items
  6. Draft the invoice list with evidence
  7. Coordinator approves invoicesThe agent waits here for your OK.
  8. Read payment records against issued invoices
  9. Has each invoice been paid within terms?If not: draft a payment query to the sponsor for approval. Back to step 8.
  10. Update the ledger and the held items list
  11. Billing status report

How it decides

An item is billable when it is completed, in the contract and has not been invoiced. Items with doubts about window or approval are held.

  • Visit completed and in the contract: bill at the budget rate
  • Procedure not in the contract: hold and ask for sponsor approval
  • Invoice unpaid 45 days past terms: draft a reminder
  • Screen failure allowed in contract: bill at the screen failure rate

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Invoice cycle
  • Overdue limit in days (default 45)
  • Budget line mapping
  • Window rules
  • Finance contact

What keeps you in control

It always asks you first

  • Every invoice
  • Queries to the sponsor

Hard limits

  • Never issue an invoice or contact the sponsor without approval
  • Never bill an item twice

It stops when

  • Done: all items billed or held with a reason
  • Stop: contract not available

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensIn April, the agent found 38 completed visits and 5 extra ECGs. Two visits were already billed, and one was outside its window, so the check failed for it. It listed 40 items worth 31,200 dollars. Invoice 118 for 8,400 dollars was 52 days unpaid, so the agent drafted a reminder. The coordinator approved the invoices and the reminder.

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