PSA Business Case

The average services firm waits 3 weeks between project close and invoice

Every day between finishing the work and sending the invoice is a day of revenue sitting uncollected. For firms running on thin cash-flow margins, this delay isn't a paperwork problem - it's a working-capital problem.

For any firm invoicing on milestones, project close, or monthly cycles

Revenue tied up at any given timeB × C$350,000
01How the Cost Is Created

Where the 3-week delay actually comes from

  1. 01

    Project or milestone closes

    Delivery is done, but billing doesn't start automatically - it waits for someone to notice.

  2. 02

    Timesheets are collected and reconciled manually

    Someone has to chase down final hours across every team member involved.

  3. 03

    The invoice is built by hand

    Line items, rates, and totals get assembled in a spreadsheet or document from scratch.

  4. 04

    It waits in an approval queue

    A manager or partner has to review and sign off before it goes out.

  5. 05

    The invoice finally goes out - 2 to 3 weeks later

    By the time the client sees it, the work it describes is already old news.

02The Financial Model

What sits uncollected at any given moment

Average monthly revenue
$500,000A
Average daily revenue (A ÷ 30)
$16,667B
Average days from close to invoice sent
21 daysC
Revenue tied up at any given timeB × C =$350,000
03Calculate Your Own Number

What is this costing your firm?

Delayed Invoicing Calculator - Adjust the numbers below to match your firm

Revenue Tied Up Right Now
$350,000
vs. ~$33,333 if invoiced within CrmLeaf's average 2-day cycle
04Before vs. After

What changes when invoicing is automatic

  • Time from project close to invoice sentManual process: 2–3 weeksWith CrmLeaf PSA: 2 days
  • Invoice assembly methodManual process: Manual, spreadsheet-builtWith CrmLeaf PSA: Auto-generated from logged time
  • Approval workflowManual process: Ad hoc, email-basedWith CrmLeaf PSA: Built-in routing and sign-off
  • Revenue tied up at any timeManual process: ~3 weeks of revenueWith CrmLeaf PSA: ~2 days of revenue
  • Multi-currency invoicingManual process: Manual FX lookupWith CrmLeaf PSA: Automatic
  • Payment reconciliationManual process: Manual matchingWith CrmLeaf PSA: Automatic
Average Time to ROI
18days

Average time for firms to reach measurable ROI from trial start - the cash-flow improvement from faster invoicing is typically the first benefit firms notice.

05Keep Exploring

Related business cases

  1. 01Cost of Unbilled Hours
  2. 02Cost of Delayed InvoicingCurrently Reading
  3. 03Cost of Resource Conflicts
  4. 04Cost of Manual Multi-Region Billing
  5. 05Cost of Disconnected PSA Tools

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