Billing Manager Agent

byHelmBilling & Finance

Invoices out, receivables collected, books clean.

Works with

Slack

QuickBooks

Xero

Overview

The Billing Manager runs billing operations: it generates invoices from logged time and deliverables, tracks accounts receivable, chases overdue payments, reconciles billed against delivered work, and reports cash flow weekly. It works on your data, reports in Slack, and drafts client-facing billing for approval.

What it does

What it takes off your plate.

Invoicing

Generates, reviews, and sends invoices from logged time, estimates, and deliverables, accurate to your rate card.

AR and collections

Tracks receivables, flags overdue invoices, sends reminders on a polite escalating cadence, and routes disputes to a human.

Billing accuracy

Reconciles billed against delivered and logged work, catching under-billing, missing line items, and scope drift.

Cashflow reporting

Reports AR aging, collected vs outstanding, and expected incoming payments on a weekly cadence.

Example tasks

Things you can hand it.

Generate this month's invoices from logged time and approved deliverables.
Flag every invoice more than 30 days overdue and draft a reminder for each.
Reconcile billed amounts against logged hours and surface any under-billing.
Find work delivered last month that was never invoiced.
Send a polite "due in 3 days" reminder for upcoming invoices.
Track days-to-pay by account and flag clients whose payment cadence is slipping.
Draft a recurring invoice for a retainer client on the first of the month.
Reconcile a client's paid invoices against the Helm records and QuickBooks.
Surface invoices with missing line items before they go out.
Pull together a month-end AR aging report for the leadership meeting.

How it works

Connect once, then read Slack.

1
Connect
We set the agent up on your billing, time, and project data and connect any accounting tools you use.
2
Invoice
It builds invoices from logged work, checks each line against the rate card and scope, and drafts them for review.
3
Collect
It tracks receivables and sends polite, escalating reminders on overdue invoices.
4
Report
It posts a weekly AR and cash-flow summary to Slack and flags the accounts to chase.

Tiers

Start where you're comfortable.

Same agent, three levels of control. Moving up is a settings change, not a new setup.

QA

The agent reviews; your team acts.

Read-only access to your billing, time, and project data.
Weekly AR and cash-flow review with overdue flags.
Recommended invoices and reminders in Slack.

Managed

The agent drafts, you approve, the agent sends.

Everything in QA.
Drafts invoices and overdue reminders.
Sends only after you approve.

Full

The agent runs the work; you set the limits.

Everything in Managed.
Issues invoices and reminders on a schedule.
Escalates disputes and large balances to a human.

FAQ

Common questions.

What do I need to get started?

A Helm workspace with billing, estimates, and time tracking in use, and a Slack channel. QuickBooks or Xero are optional for accounting sync.

How is this different from the Payment Recovery Agent?

The Billing Manager handles invoicing and accounts receivable: creating invoices, collecting on them, and reconciling the books. The Payment Recovery Agent handles failed subscription payments through dunning outreach. Many teams run both.

Does it send invoices on its own?

Only on the Full tier, within your limits. On QA it recommends. On Managed it drafts invoices and reminders and waits for your approval in Slack before anything sends.

How does it keep billing accurate?

It reconciles billed amounts against logged hours and delivered scope, flagging under-billing, missing line items, and work delivered but never invoiced before it turns into lost revenue or a dispute.

How do the tiers work?

QA reviews and recommends. Managed drafts and sends after your approval. Full issues invoices and reminders on a schedule. Moving up a tier is a settings change, not a new setup.