Capability template for finance and accounting
Field service invoice evidence check
When completed field work is ready for invoicing, the billing manager gets draft billing lines that tie the agreed rates to crew time, equipment use, mobilization and signed service tickets. Unsigned tickets, overlapping equipment days and unsupported extras are listed as exceptions.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
The billing manager opens one page instead of a pile of tickets, time sheets and equipment logs. Every field record that can be billed is priced at the rate on the customer's rate sheet and sits on a draft billing line under its signed service ticket. Every record that cannot yet be billed is shown separately, with the reason and the amount held.
Three problems that commonly come back as a customer dispute are caught before the invoice exists: a ticket nobody at the customer signed, the same piece of equipment billed twice for the same day, and an extra charge with no rate or no recorded customer approval. The page does not say who is right about any of them. It puts the facts in front of the people who decide.
The template issues no invoice, reads no contract wording and says nothing about the quality of the work.
Who starts the work, and when
The billing manager, or a billing clerk working for them, starts it when a customer's completed field work is ready to invoice, usually at the end of a piece of field work or a billing period. The billing manager approves quantities and charges. The account lead resolves any dispute about the work itself.
What they supply
- The service tickets for the period, with the customer's purchase order number and who signed each.
- The rate sheet: item, unit and rate.
- The field records: crew time, equipment use, mobilization and any extras, each tied to a ticket.
- The settings: customer, purchase order number and amount if known, billing period and the roles that approve and resolve.
Each file has fixed column headers, set out in the complete template. If a header does not match, the assistant stops and asks which column is which.
What comes out
One page in a fixed order: data checks, totals that tie to the priced field records, the draft billing lines grouped by ticket, the records in question with their facts, equipment day overlaps, gaps and purchase order facts, and a numbered decision for each group. A section with nothing in it says "None." The last lines say what was not supplied or not checked, and that a draft line is not an invoice.
An invented example
Illustrative example with invented data. The company, the customer, the sites, the tickets, the rates and every quantity below are made up. Lowmoor Field Services is an invented company and Customer A is an invented customer; people are shown by role. The settings are the invented company's: customer Customer A, purchase order PO-A-5501 for 12,000.00, billing period 2026-10-26 to 2026-11-01, checked on 2026-11-04. The check is run by the billing clerk for the billing manager; the account lead resolves disputed work. Currency is dollars.
What the billing clerk supplies
Rate sheet:
item_code,description,unit,rate,category
R-CREW-LEAD,Crew lead,hour,118.00,crew
R-CREW-TECH,Field technician,hour,96.00,crew
R-EQ-VAC,Vacuum truck,day,1450.00,equipment
R-EQ-GEN,Generator,day,380.00,equipment
R-MOB-MILE,Mobilization per mile,mile,4.25,mobilization
R-EXT-STBY,Standby time,hour,70.00,extra
Service tickets:
ticket_id,work_date,site,po_number,signed_by
T-3101,2026-10-26,Pad 14,PO-A-5501,Customer A site rep 1
T-3102,2026-10-27,Pad 14,PO-A-5501,Customer A site rep 1
T-3103,2026-10-27,Pad 9,PO-A-5501,
T-3104,2026-10-28,Pad 9,PO-A-5509,Customer A site rep 2
T-3105,2026-10-29,Pad 9,PO-A-5501,Customer A site rep 2
Field records:
record_id,ticket_id,work_date,record_type,item_code,equipment_id,quantity,approval_ref
F01,T-3101,2026-10-26,crew,R-CREW-LEAD,,10,
F02,T-3101,2026-10-26,crew,R-CREW-TECH,,20,
F03,T-3101,2026-10-26,equipment,R-EQ-VAC,VAC-07,1,
F04,T-3101,2026-10-26,mobilization,R-MOB-MILE,,85,
F05,T-3102,2026-10-27,crew,R-CREW-LEAD,,11.5,
F06,T-3102,2026-10-27,equipment,R-EQ-VAC,VAC-07,1,
F07,T-3103,2026-10-27,crew,R-CREW-TECH,,9,
F08,T-3103,2026-10-27,equipment,R-EQ-VAC,VAC-07,1,
F09,T-3103,2026-10-27,equipment,R-EQ-GEN,GEN-02,1,
F10,T-3104,2026-10-28,crew,R-CREW-TECH,,16,
F11,T-3104,2026-10-28,equipment,R-EQ-GEN,GEN-02,1,
F12,T-3104,2026-10-28,extra,R-EXT-STBY,,4,
F13,T-3104,2026-10-28,crew,R-CREW-HAZ,,3,
F14,T-3106,2026-10-29,crew,R-CREW-LEAD,,8,
F15,T-3102,2026-10-27,extra,R-EXT-STBY,,2,AR-2207
What comes out
FIELD SERVICE INVOICE EVIDENCE CHECK: Customer A, PO-A-5501
For: the billing manager, who approves quantities and charges; the account lead resolves disputed work; run by the billing clerk. Billing period 2026-10-26 to 2026-11-01; records as supplied on 2026-11-04. Currency dollars.
Data checks: 15 field records; 5 tickets; 6 rate sheet items. Records on a ticket not in the ticket file: F14 (T-3106). Records whose work date differs from their ticket's: None. Records dated outside the billing period: None. Records whose item is not on the rate sheet: F13 (R-CREW-HAZ). Tickets with no signature: T-3103. Tickets with no records: T-3105. Tickets carrying a purchase order number other than PO-A-5501: T-3104 (PO-A-5509).
Totals
- Field records: 15 (14 priced, 1 not priced).
- Billable: 8 records, 8,324.25.
- Ticket not found: 1 record, 944.00.
- Ticket unsigned: 3 records, 2,694.00.
- Not on the rate sheet: 1 record, not priced.
- Extra without approval: 1 record, 280.00.
- Equipment day overlap: 1 record, 1,450.00.
- Tie-out: 8,324.25 + 944.00 + 2,694.00 + 0.00 + 280.00 + 1,450.00 = 13,692.25, the priced total of 14 records.
- Amount in question: 5,368.00 priced, and 1 record not priced. Billable amount: 8,324.25.
Draft billing lines
Ticket T-3101, 2026-10-26, Pad 14, PO-A-5501, signed by Customer A site rep 1
- F01, R-CREW-LEAD, Crew lead: 10.00 hour at 118.00 = 1,180.00.
- F02, R-CREW-TECH, Field technician: 20.00 hour at 96.00 = 1,920.00.
- F03, R-EQ-VAC, Vacuum truck, VAC-07: 1.00 day at 1,450.00 = 1,450.00.
- F04, R-MOB-MILE, Mobilization per mile: 85.00 mile at 4.25 = 361.25.
- Ticket subtotal: 4,911.25.
Ticket T-3102, 2026-10-27, Pad 14, PO-A-5501, signed by Customer A site rep 1
- F05, R-CREW-LEAD, Crew lead: 11.50 hour at 118.00 = 1,357.00.
- F15, R-EXT-STBY, Standby time: 2.00 hour at 70.00 = 140.00. Approval reference AR-2207 recorded; its content was not checked.
- Ticket subtotal: 1,497.00.
Ticket T-3104, 2026-10-28, Pad 9, PO-A-5509, signed by Customer A site rep 2
- F10, R-CREW-TECH, Field technician: 16.00 hour at 96.00 = 1,536.00.
- F11, R-EQ-GEN, Generator, GEN-02: 1.00 day at 380.00 = 380.00.
- Ticket subtotal: 1,916.00.
- Draft total: 8,324.25 on 8 lines.
Records in question
- F06, T-3102, equipment, R-EQ-VAC, VAC-07, 1.00 day at 1,450.00, 1,450.00: Equipment day overlap. See the overlaps below. In question: 1,450.00.
- F07, T-3103, crew, R-CREW-TECH, 9.00 hour at 96.00, 864.00: Ticket unsigned. In question: 864.00.
- F08, T-3103, equipment, R-EQ-VAC, VAC-07, 1.00 day at 1,450.00, 1,450.00: Ticket unsigned. Also an equipment day overlap with F06. In question: 1,450.00.
- F09, T-3103, equipment, R-EQ-GEN, GEN-02, 1.00 day at 380.00, 380.00: Ticket unsigned. In question: 380.00.
- F12, T-3104, extra, R-EXT-STBY, 4.00 hour at 70.00, 280.00: Extra without approval. No approval reference recorded. In question: 280.00.
- F13, T-3104, crew, R-CREW-HAZ, 3.00: Not on the rate sheet. No rate to price it at. In question: not priced.
- F14, T-3106, crew, R-CREW-LEAD, 8.00 hour at 118.00, 944.00: Ticket not found. T-3106 is not in the ticket file. In question: 944.00.
Equipment day overlaps
- VAC-07 on 2026-10-27: F06 (T-3102) and F08 (T-3103), 2.00 days recorded against 1.00 day.
Gaps and purchase order facts
- Tickets with no records: T-3105.
- Purchase order PO-A-5501, amount 12,000.00: the draft total 8,324.25 is 3,675.75 below it; the draft total with every held priced record added, 13,692.25, is 1,692.25 above it. Both figures include records on tickets carrying another purchase order number; of the draft total, 1,916.00 is on such tickets (T-3104). Earlier invoices against this purchase order were not supplied.
Decisions for the billing manager (6)
1. Draft billing lines: F01 to F05, F10, F11 and F15 on tickets T-3101, T-3102 and T-3104, 8 lines, 8,324.25. Ticket T-3104 carries purchase order PO-A-5509, not PO-A-5501; F15 is an extra. Whether to approve these quantities and charges for the invoice.
2. Ticket not found: F14, T-3106, 944.00. Whether to hold, bill or remove this record; the account lead resolves any dispute about the work.
3. Ticket unsigned: F07, F08 and F09 on T-3103, 2,694.00. Whether to hold, bill or remove these records; the account lead resolves any dispute about the work.
4. Not on the rate sheet: F13, R-CREW-HAZ, 3.00 on T-3104. Whether to hold or remove this record, or have a rate added to the sheet by whoever owns it.
5. Extra without approval: F12 on T-3104, R-EXT-STBY, 4.00 hour, 280.00. Whether to hold, bill or remove this record; the account lead resolves any dispute about the work.
6. Equipment day overlap: F06 on T-3102, VAC-07, 1,450.00, with F08 on the same day. Whether to hold, bill or remove this record.
Not supplied or not checked: earlier invoices were not supplied, so a charge already billed would not show as a repeat; the wording of the rate sheet and the purchase order was not read, only their rates and numbers; signatures were not inspected, only whether a name is recorded; the content of approval references was not checked; the quality of the work was not judged.
Every figure traces to the rate sheet, service tickets and field records supplied on 2026-11-04. The check issues no invoice, changes no records, contacts no customer and sends nothing. A draft line is not an invoice.
How the figures were reached
Each record is priced as its quantity times the rate on the sheet. F01 is 10 hours at 118.00, 1,180.00; F02 is 20 at 96.00, 1,920.00; F04 is 85 miles at 4.25, 361.25; F05 is 11.5 at 118.00, 1,357.00; F07 is 9 at 96.00, 864.00; F10 is 16 at 96.00, 1,536.00; F12 is 4 at 70.00, 280.00; F14 is 8 at 118.00, 944.00; F15 is 2 at 70.00, 140.00. The equipment days are 1,450.00 for the vacuum truck and 380.00 for the generator. F13 uses an item that is not on the sheet, so it has no price.
Statuses follow the stated order. F14 is on a ticket that is not in the file. F07, F08 and F09 are on T-3103, which has no signature. F13 is not on the sheet. F12 is an extra with no approval reference. F06 is the only record left that is part of an overlap: F08 also overlaps with it but was already unsigned. The other eight are billable.
Billable: 1,180.00 + 1,920.00 + 1,450.00 + 361.25 + 1,357.00 + 1,536.00 + 380.00 + 140.00 = 8,324.25. Held and priced: 944.00 + 2,694.00 + 280.00 + 1,450.00 = 5,368.00, where 2,694.00 is 864.00 + 1,450.00 + 380.00. Together they are 13,692.25. Against the 12,000.00 purchase order, 12,000.00 less 8,324.25 is 3,675.75, and 13,692.25 less 12,000.00 is 1,692.25. Ticket subtotals are 4,911.25, 1,497.00 and 1,916.00, which add to 8,324.25. The vacuum truck VAC-07 appears on F06 and F08 on 2026-10-27, one day each, 2.00 in all.
Where it fits
- Finance and accounting: the step between finished field work and the invoice, run the same way whoever is on the billing desk.
- Customer success and account management: the account lead gets the disputed items with their records before the customer raises them.
- Energy: service crews, rented equipment and mobilization charges billed against a rate sheet and a purchase order.
- Construction: site service work billed on tickets and day rates.
- Growth & scaling: when the number of tickets has outgrown a read-through by eye.
- Established businesses: when billing has been done from the same folders for years and the same few errors keep coming back.
It stays apart from pay application line check, which checks a contractor's progress billing against a schedule of values; from client billing summary, which prepares a summary of fees for a client to read; and from carrier freight invoice check, which checks an invoice you received against shipments. This capability prepares the lines of an invoice you are about to send.
What has to change for your company
- Your file layouts, set once so the header check passes without a question.
- Your record types and rate categories, if you bill categories beyond crew, equipment, mobilization and extra.
- What counts as an approval reference for an extra: a customer email number, a work-order change or a field note number.
- Whether you bill equipment in days only. The template stops if an equipment rate is in another unit.
- Who approves quantities and charges, and who resolves disputed work, if they are not a billing manager and an account lead.
- Your AI product. It runs in ChatGPT, Claude, Copilot or Gemini from the files you supply. It needs no connection to your billing or field systems, issues nothing and never asks for a password.
What has been checked
Fully Powered AI wrote this capability template in its own words. It was editorially reviewed on 10 November 2026. It was tried on its invented example in Claude on 10 November 2026, after its review edits, and the record is published with it. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on a past billing your billing manager already checked by hand, plus hard cases written in advance, each with its expected behavior: a renamed column, an unsigned ticket, one machine on two tickets for one day, an extra with no approval reference, a record on a ticket that is not in the file. The billing manager checks every figure against the rate sheet and the records before anyone relies on it. Pilot acceptance-test preparation builds that test set, and what we test before we call an AI workflow ready describes the record we keep.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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