Core Billing Procedures
A Deltek Costpoint billing procedure generally starts with reviewing contract and project configuration. Finance teams confirm customer information, billing terms, project assignments, rates, funding, and applicable billing rules before processing transactions.
- Review source transactions: Confirm approved labor, materials, travel, subcontract, and other billable activity.
- Validate rates: Check applicable labor, indirect, and billing rates against contract requirements.
- Apply billing rules: Process transactions according to the relevant contract type, funding, ceilings, and billing terms.
- Review billing output: Compare calculated amounts with supporting project and accounting records.
- Process accounting activity: Complete the appropriate billing and receivables workflow while retaining supporting details.
Billing Configuration and Contract Data
Billing accuracy begins with configuration. A manual should explain how contract and project attributes affect billing calculations, including labor categories, billing rates, indirect-rate structures, contract ceilings, funding information, and customer requirements.
Time-and-materials contracts may use approved labor hours multiplied by applicable rates, while cost-reimbursement arrangements can incorporate allowable costs and indirect rates. Fixed-price contracts may instead use predetermined amounts, milestones, or contractual schedules. The procedure followed should therefore correspond to the underlying contract structure.
Billing teams should also understand how adjustments, transaction status, project organization, and accounting classifications affect the final billing result.
Billing Documents and Verification
A Billing Document provides supporting information for charges presented to a customer. Depending on the contract, it can contain labor detail, reimbursable expenses, indirect-rate calculations, project references, adjustments, and other billing information.
Billing Verification is a control activity used to confirm that billing transactions follow configured rules and agree with supporting records. Verification can cover project assignments, applicable rates, transaction classifications, funding, and calculated amounts.
A Billing System provides the broader framework for creating and managing billing information across business and finance workflows. In Costpoint, billing connects closely with project accounting, customer invoicing, accounts receivable, and financial reporting.
Invoice Processing and Billing Accuracy
Billing procedures should also explain how invoice-related information is captured, validated, matched, coded, approved, and posted. The Invoice Software 2025: AI-Ready AP & Billing Guide. provides additional context on invoice capture, extraction, validation, matching, GL coding, approval, posting, accuracy, and straight-through processing.
For Costpoint users, these controls are valuable when project costs and supporting documentation contribute to customer billing. Accurate source data helps connect labor, expenses, project assignments, and accounting classifications with the amounts ultimately presented to customers.
From Billing to Cash Collection
Billing procedures extend beyond invoice generation because finance teams must subsequently monitor receivables and apply customer payments. cash application helps match incoming payments with invoices and customer accounts, while collections workflows support prioritized follow-ups, payment commitments, and dunning activities.
The article How Hyperbots AI Agents 10x Deltek Costpoint Finance provides related context on matching customer payments, remittances, unapplied cash, deductions, and posting receipts within connected Costpoint finance workflows.
The Sync Sales to Cash guide explains how CRM and invoicing software can connect sales, billing, and accounts receivable, helping readers understand how commercial activity moves through invoicing and toward cash collection.
AR Automation Software can support automated collection follow-ups and matching of payments with invoices, with the stated objective of reducing DSO by 40% and reconciliation cost by 80%.
Procurement and Connected Finance Workflows
Billing documentation can depend on upstream procurement and project transactions. A purchase order can establish authorized purchases, approvals, supplier commitments, and spend information that later supports project accounting and billing-related review. Understanding requisitions, purchase orders, sourcing, approvals, and procure-to-pay controls therefore helps teams trace costs through the broader financial process.
Connected ERP integrations can synchronize financial information across applications and support consistent billing, accounting, receivables, and payment workflows. The Hyperbots Platform provides agentic AI capabilities for finance and accounting tasks, including document processing and ERP integration.
Best Practices for Using a Billing Manual
A useful Costpoint billing manual should combine procedural instructions with financial controls. Teams should keep contract-specific guidance current and make each step traceable to the underlying accounting or billing requirement.
- Document configuration: Record billing terms, rates, projects, funding, and relevant contract settings.
- Separate preparation and review: Establish clear review steps for calculated billing amounts and supporting transactions.
- Reconcile outputs: Compare billing results with project accounting, customer records, and supporting documentation.
- Maintain audit support: Preserve transaction details, approvals, adjustments, and billing documentation.
- Connect receivables: Follow issued invoices through payment application, collections, and reconciliation.
Summary
A Deltek Costpoint Billing Manual provides structured guidance for configuring, preparing, verifying, reviewing, and processing customer billing. The strongest procedures connect contract requirements with project transactions, accounting controls, invoice accuracy, receivables, procurement data, and supporting documentation so finance teams can maintain consistent billing and financial reporting.