Recovering $120,000 in Unbilled Hours
How automated invoicing closed the revenue gap hidden in manual billing — work they earned and simply never invoiced.
The Situation
A security company billing 14 clients monthly discovered through a revenue reconciliation that it had been systematically under-billing for overtime, holiday premiums, and supervisor hours. Billing was prepared by an office administrator from supervisor-submitted weekly summaries. Overtime hours were often logged in the field but not captured on the billing summary, and holiday premiums were applied inconsistently.
A forensic billing review covering 18 months identified $120,000 in earned but unbilled revenue — money the company had legitimately earned and simply never invoiced for.
What Went Wrong
- Billing prepared from supervisor memory summaries, not verified time records.
- Overtime hours captured in the field but frequently dropped during billing summary preparation.
- Holiday premium rates applied inconsistently across different supervisors and sites.
- No automated reconciliation between hours worked and hours billed.
- 18 months of revenue leakage invisible to ownership until a forensic review.
Billing Gap → Annual Revenue Impact
| Billing Gap | Annual Revenue Impact |
|---|---|
| Overtime not captured | $51,000 |
| Holiday premiums inconsistent | $34,000 |
| Supervisor hours missed | $35,000 |
| Total annual leakage | $120,000 |
| Recoverable retroactively | $0 — statute of limitations |
The Business Impact
$120,000 in unbilled revenue was identified across 18 months. Most was unrecoverable — clients cannot be retroactively billed for services rendered without a contractual basis. The company had effectively provided $120,000 in free services through billing error, not generosity.
The InstaNotified Solution
InstaNotified generates billing directly from verified field data — GPS-verified clock-in/out, overtime thresholds tracked in real time, and holiday rate flags applied automatically based on date. Every billable hour is captured at the moment it is worked, not reconstructed from memory at week's end.
The Results
After switching to InstaNotified, $120K in annual billing leakage was recovered, overtime and premium rates apply automatically, zero worked hours go unbilled, and 100% of invoices are backed by verified field data.
If your billing runs on a weekly summary, you're probably leaking revenue you'll never see.
See how InstaNotified builds invoices from GPS-verified field data — capturing every billable hour, overtime threshold, and holiday premium automatically.