The Billing Browser Workflow in ToolWatch is a repeatable process used to manage Job Cost and Billing charges. It helps you ensure that charges are complete, accurate, and ready for invoicing or reporting before they are posted.
This article explains how the workflow operates and what each phase of the process means—so you can make confident billing decisions.
What Is the Billing Browser Workflow?
The Billing Browser follows a 3-part lifecycle:
Calculate – Preview and generate new charges based on Rate Sheets
View and Analyze – Review the calculated charges for accuracy
Post – Finalize the charges and make them available for invoicing and reporting
This is a closed loop process: if any issues are found during review, you can recalculate until charges are correct.
Visual Guide to the Workflow
This diagram shows the cycle:
Begin with Calculate
Move to View/Analyze
Then choose:
Post if charges are accurate
Return to Calculate if changes are needed
Both un-posted and posted charges can be exported or reported from ToolWatch.
Key Concepts to Understand
1. Calculate = Preview Charges
ToolWatch uses your assignment history, Rate Sheets, and any Equipment Usage to generate un-posted charges
These are not yet finalized—you’re previewing what would be charged
2. View and Analyze = Validate Charges
This is the review phase
Use built-in filters, exports, or Billing Reports to:
Look for missing hours or tools
Compare totals to previous periods
Confirm cost codes and charge rates
3. Post = Finalize Charges
When you're confident in the data, post it
Posting locks in the charges and moves them into:
Invoice Browser
Export Templates
Reporting dashboards
Posted charges are considered historical and cannot be changed.
Why This Workflow Matters
Following this cycle ensures:
Charges are reviewed before they become permanent
All adjustments or data corrections (like Equipment Usage or Cost Code edits) are made in time
Stakeholders can see accurate totals in invoices and exports
Skipping the Analyze step risks finalizing incorrect charges.
Helpful Tips
Recalculate as often as needed—nothing is permanent until posted
Charges can be exported at both the un-posted and posted stage
Post only after sharing reports or exports with project managers or billing teams
Most users run this cycle monthly or by project phase