How to create, submit and manage Billing Requests in Finqle, whether you use Finqle directly or work through a platform or intermediary.
If you use Finqle directly
If you can submit Billing Requests via My Finqle, the process works as follows:
- Via My Finqle > Billing Requests > Add Billing Request you create a Billing Request for the Debtors (your clients) that are set up for Billing Request use.
- After you submit a Billing Request, it acts as a pre-invoice.
- The Debtor must approve the Billing Request before it is turned into a final invoice.
- After approval, Finqle automatically verifies the invoice and processes the payout within minutes.
If you work via a platform or intermediary
If you cannot create Billing Requests via My Finqle, they are created through your platform or intermediary. You can still see them for your reference. See the article When will I be paid? for the full flow of how Billing Requests and invoices work.
Frequently asked questions
How do I add hours, units or expenses to a Billing Request?
Inside Add Billing Request, choose the contract or rate card, then add line items. Each line has a description, quantity (hours or units) and rate. The total updates automatically. You can mix multiple line types (regular hours, overtime, expenses) on a single Billing Request.
Can I attach files to a Billing Request?
Yes. Use the attachments field to add timesheets, expense receipts or signed approval forms. PDF, PNG and JPG up to 10 MB per file are supported. Attachments are visible to the Debtor reviewer and stored with the resulting invoice for your records.
What happens after I submit?
The Debtor receives a notification to approve or disapprove. While pending, the Billing Request shows status Awaiting approval. Once approved, Finqle converts it into an invoice, sometimes bundled with others into a collective invoice, and starts the payout flow.
Can I edit or cancel a submitted Billing Request?
While the status is Awaiting approval you can withdraw the Billing Request and submit a corrected one. Once approved or invoiced you cannot edit it directly. Instead, issue a credit note via the linked invoice.
Why was my Billing Request disapproved?
The Debtor must provide a reason when disapproving. Common reasons:
- Hours or rate do not match the agreed contract
- Missing PO or project reference
- Wrong period or duplicate of a prior request
- Missing supporting documentation
Fix the issue and resubmit a new Billing Request. The original stays in your history as Disapproved.
When will the payout happen?
For approved Billing Requests, Finqle verifies and pays out automatically. Most payouts arrive within minutes via SEPA Instant. There is no 13:00 cut-off for the Billing Request flow.