Billing & Time Tracking

The Billing section in AtlasOS supports the fee models commonly used by financial advisory practices — retainer-based billing, hourly advisory fees, and AUM-linked fee structures.

Fee Structures for Advisory Practices

Financial advisory firms typically use one or more of the following fee models:

Retainer Billing

A recurring monthly or quarterly fee for ongoing advisory services. Configure retainers per client:

1. Open the client entity and navigate to the Billing tab
2. Set up a recurring invoice with the retainer amount and billing cycle
3. AtlasOS generates invoices automatically on the defined schedule
4. Track retainer utilisation against actual hours worked

Hourly Advisory Fees

Bill clients based on actual time spent in advisory sessions, research, and administration:

• Record time entries against the client from the time tracking module
• Set hourly rates per adviser or per client agreement
• Generate invoices from accumulated time entries on a periodic basis

Ad-Hoc Consultation Fees

For once-off advisory sessions or specific project work (e.g. estate planning, retirement modelling), invoice on completion:

1. Record time or create a fixed-fee line item
2. Generate an invoice linked to the specific advisory engagement
3. Send via the Client Portal or as a PDF

Time Tracking for Advisory Sessions

Record time against client advisory sessions:

1. Start a timer from the client detail view or from any linked task
2. Alternatively, log time manually from Billing > Time Entries
3. Each entry captures: client, date, duration, activity type, narrative, and adviser
4. Mark entries as billable or non-billable

Time entries feed directly into invoicing and utilisation reporting.

Invoice Generation

Generate invoices from the billing section:

1. Navigate to the client and open the Billing tab
2. Select unbilled time entries, retainer amounts, or ad-hoc items
3. Click Generate Invoice
4. Review line items, apply any adjustments or discounts
5. Finalise and send to the client via the portal or as a PDF

Invoices include the client reference, period covered, itemised services, and total amount due.

Financial Reporting

Access billing reports from Billing > Reports:

• Revenue summary — total billed and collected by period
• Outstanding invoices — aged debtor analysis
• Retainer utilisation — hours worked vs retainer value per client
• WIP summary — unbilled time and disbursements across all clients
• Adviser performance — billable hours and revenue per team member