This article walks you through the billing plan and billing advice workflow in KEBS. You will learn how to navigate to a project, access the billing plan from the Allocation & Planning tab, review planned versus actual hours across monthly milestones, open the Billing tab to view milestones, and create a billing advice that leads to an invoice. These steps form the core revenue cycle for professional services projects in KEBS.
Navigate to the Project
Confirm the project details, customer, timeline, and delivery manager before initiating any billing activities.
Navigate to Projects from the left sidebar and open the project you need to work on. In this example, the project is Cloud Migration & Support (Project Code: #MAHINDRAFINSOW0002). The project overview page displays the header bar with key details including the project status (Open), customer name (Mahindra Finance), region group (India), start date (01-Jan-2026), end date (30-Jun-2026), delivery manager (Noah Jackson), and value chain (Q2C).
The Project Insight section shows the My Task widget with task status breakdown. From here, you can navigate to the Allocation & Planning tab to access the billing plan, or to the Billing tab to view milestones and create billing advices.
Access the Billing Plan from Allocation & Planning
Understand the relationship between resource positions, their billing rates, and the billing plan before creating billing advices, ensuring alignment between staffing and revenue targets.
Click on the Allocation & Planning tab from the project navigation. The Team sub-tab displays all positions defined for the project, grouped under the associated quote (QID: 3181). At the top level, you can see a summary row with the Active Position Count (4), Active Position Quantity (4,128.0 hours), and Remaining hours (3,544.0).
Each position row shows the position ID, role name, status badge (Open), employee count, position quantity, remaining hours, per hour rate in INR, and the service line (Data Engineering). To access the billing plan, click the Billing Plan button in the Action column of the summary row.
| Position | Role | Per Hour Rate | Position Quantity |
|---|---|---|---|
| 10574 | AI/ML Engineer | INR 80.00 | 1,032.0 |
| 10575 | Application Manager | INR 70.00 | 1,032.0 |
| 10576 | Architect | INR 65.00 | 1,032.0 |
| 10577 | Automation Lead | INR 60.00 | 1,032.0 |
Review the Billing Plan
Gain full visibility into how billable hours are distributed across the project timeline, compare planned versus actual utilization, and monitor carry-forward balances to ensure accurate billing and revenue recognition.
The Billing Plan page opens in View Mode and displays a comprehensive grid of positions against monthly milestones. The header section shows key summary metrics:
| Field | Description |
|---|---|
| Quote ID (#3181) | The linked quote, shown with an Active status badge. |
| Quote Value | The total quoted value for the project (INR 2,83,800.00). |
| Planned Quantity | The total planned billable hours across all positions (4,128.00 Hrs). |
| Remaining Quantity | Hours not yet allocated to the billing plan (0.00 Hrs when fully planned). |
| Units | The billing unit of measure (Hours). |
Monthly Breakdown Grid
The main grid organizes data by position (rows) and milestone month (columns). Each month column is split into Planned and Actual sub-columns:
- Planned: The number of hours allocated for that position in that month. For example, each position has 260.00 planned hours for M3 (March 2026), M4 (April 2026), and M6 (June 2026), and 252.00 for M5 (May 2026) due to fewer working days.
- Actual: The hours actually logged by resources against that position for the month. In this example, all actual values are 0.00 as work has not yet started.
The grid also includes two special columns on the right:
- Carry Forward: Hours that roll over from one month to the next. A value of 336.00 (shown in green) indicates hours accumulated that have not been billed or utilized yet.
- Balance: The remaining balance of hours after accounting for actuals and carry-forwards.
At the bottom of the grid, the Total in Hours row sums up planned and actual hours across all positions for each month. The Milestone Value row shows the monetary value of each monthly milestone (e.g., INR 71,500.00 for March, April, and June; INR 69,300.00 for May).
View Milestones in the Billing Tab
Get a clear view of all billable milestones, their values, completion status, and the financial summary for the project before deciding which milestones to bill.
Click on the Billing tab from the project navigation. The Milestone sub-tab (selected by default) displays all milestones organized by month. At the top, a financial summary bar shows the Order Value (INR 2,83,800.00), Revenue, Billed Value, Unbilled Revenue, and Account Receivable for the project.
Each milestone card displays:
- Calendar icon: The milestone month and date (e.g., March 2026, 31 Tuesday).
- Milestone ID and Name: A unique identifier (e.g., ID:1140097) and the milestone description (e.g., Professional Services For The Month Of March 26).
- Milestone Value: The monetary value for that billing period (e.g., INR 71,500.00).
- Status badge: The current billing status (e.g., Open).
- Progress bar: A visual indicator of milestone completion (e.g., 0% Complete).
- Type badge: The milestone type (e.g., Standard).
- Action icons: Icons for creating a billing advice, saving, commenting, and calling.
To start the billing process for a milestone, click the Billing Advice icon (the clipboard icon with a pen) on the milestone you want to bill.
Create a Billing Advice
Accurately capture the billable work performed during the milestone period by reviewing resource allocations, entering actual hours, and confirming the billing advice value before generating an invoice.
Clicking the Billing Advice icon opens the billing advice wizard, which has two steps. The milestone name (e.g., “Professional Services for the Month of March 26”) and its current status (Open) are displayed at the top.
Step 1: Billing Advice (Resource Details)
The first step shows the resource allocation and hours for the milestone period. The header section displays:
| Field | Description |
|---|---|
| Duration | The billing period (e.g., 01-Mar-2026 to 31-Mar-2026). |
| Quote ID | The associated quote reference (e.g., 3181). |
| PO Number | The customer purchase order linked to this project (e.g., PO896025). |
| Milestone Value | The total value of the milestone (e.g., INR 71,500.00). |
| Billing Advice Value | The calculated billing amount based on actual hours entered. Initially shows INR 0.00 before hours are entered. |
The resource table lists each position with columns for AID, Name, Billable status, Location, Start Date, End Date, Timesheet Hours (Billable and Non Billable), Billable Hours (Allocated and Actual), Per Hour Rate, Value, and Comments.
Entering Actual Hours
Expand a position row by clicking the arrow to reveal the individual resources assigned to it. Enter the Actual billable hours for each resource in the editable field under the Billable Hrs > Actual column. In this example, Noah Jackson (AID: I00566) has 88.00 allocated hours, and 80 actual hours are entered. The Value column automatically recalculates based on the actual hours multiplied by the per hour rate (80 hours x INR 80 = INR 6,400.00).
The Billing Advice Value in the header updates in real time as you enter actual hours, changing from INR 0.00 to INR 6,400.00. Click the View button next to a resource to see detailed allocation information.
Once you have reviewed and entered actual hours for all resources, click the arrow (>) to proceed to Step 2.
Step 2: Invoice Details
The second step shows the invoice line items that will be generated from this billing advice. Review the following details:
| Field | Description |
|---|---|
| Invoice Date | The date for the invoice (e.g., 31-Mar-2026). You can adjust this using the calendar icon. |
| Invoice Type | The type of invoice being generated (e.g., Standard). |
| Currency | The billing currency for this project (e.g., INR). |
| Billing Advice Value | The total billing amount carried forward from Step 1 (e.g., INR 6,400.00). |
The line items table displays each billable entry with its Description, Rate, Quantity, Unit, Amount, and an Action column. In this example, one line item is shown: “Professional Services for the Month of March 26” with a rate of 6400, quantity of 1, and a total amount of 6,400.00. You can add additional line items by clicking the + button in the Action column.
At the bottom of the page, you have three options:
- Back arrow (<): Return to Step 1 to modify resource hours.
- Accrue: Record the revenue as accrued without generating a formal invoice. Use this when the work is complete but the invoice should not be issued yet.
- Invoice: Generate the invoice for this milestone and move it to the Billed status.
