How are bills checked against hours?
When you open a bill, Swift Checkin compares the hours and amounts on it with the worker's timesheets and highlights any difference. The result shows on the right side of the bill's details panel.
How the check runs
- Open a bill from Finance > Bills.
- If the bill isn't yet Approved or Paid, you briefly see AI Invoice Verification with "Analyzing invoices and timesheets...". The results appear after a few seconds.
- For bills already approved or paid, the results show straight away.
What you see
- The ACTUAL TIMESHEET DATA table lists each day with the Date, Hours from the timesheet and the Amount those hours are worth.
- A red badge shows where a day doesn't match the bill, for example +1.5 hours or -$40.00.
- A summary box shows No Mismatch (green) or Mismatch Detected (yellow).
- The box also shows Hours: Actual, Hours: Invoiced and Hours: Variance, and the same for Amount.
What to do with the result
- No Mismatch: if everything else looks right, click Approve.
- Mismatch Detected: use the red badges to find the days that don't match. Then fix the worker's timesheet if it's wrong, click Request for Correction, or click Decline if the bill shouldn't be paid. See How do I approve, decline or correct a bill?
Good to know
- A mismatch doesn't always mean something is wrong. A timesheet may still be waiting for approval, or may have been changed after the bill was sent. Check before you decline.
- The check compares hours and amounts only. It doesn't give a severity level or a reason for a mismatch.
- To fix a timesheet, see How do I edit hours on a timesheet?