Potentially unbilledEvidence-backed
£9,250
- Job marked complete on 3 July.
- Customer resolved across both systems.
- No qualifying invoice within the billing window.
Evidence
Job recordCustomer linkInvoice search
Review evidenceCreate actionDismiss
Unbilled work software
Find completed work that hasn't made it to an invoice
RegentOps reconciles jobs and accounting records to identify work that may have fallen between your operational and financial systems — with the evidence behind every finding.
Read-only. RegentOps does not change data in your connected systems.
RegentOpsUnbilled work checkrun 08:14Illustrative
Source systems
Job management3 Jul
Job #7714 · Completed 3 Jul · £9,250
Customer recordlinked
Resolved to one accounting contact
Accountingchecked 08:14
No qualifying invoice found
Ingest
Reconciliation engine
6 checks- 08:14:01Job read#7714 · completedMatched
- 08:14:01Customer resolvedConfirmed link, not a guessMatched
- 08:14:02Grace periodPassed · billing window elapsedMatched
- 08:14:02Invoices scannedVoid and deleted excludedMatched
- 08:14:02Qualifying matchNone foundNot found
- 08:14:03Finding openedPotentially unbilled workChecking
Finding
The problem
Work gets done. Somewhere between the van and the ledger, it stops.
Nobody decides not to invoice a job. It happens because the commercial step sits between two systems and belongs to neither. An engineer closes a job on a phone. The office is three weeks behind. The person who knew the job was chargeable is on holiday. The job stays complete in one system and invisible in the other, and nothing in either system is wrong.
Most businesses find this by accident — a customer query, a year-end review, a supplier invoice that has no matching sale. By then the conversation is harder and, on older work, sometimes not worth having at all.
Unbilled work software exists to close that gap continuously rather than annually. The useful question is not "what did we invoice?" but "what did we complete that has no invoice against it?" — and no single system can answer that on its own.
Why the systems miss it
Each system is right about its own world
Job-management software knows what operationally happened: the visit, the labour, the materials, the completion. Accounting software knows what was invoiced and what was paid. Email knows what the customer approved. Each is accurate. None of them is responsible for confirming that the other agrees.
A standard integration pushes records one way when someone triggers it. It cannot tell you about the job where nobody triggered anything. Absence is the hardest thing for a system to report, because absence looks exactly like a quiet week.
RegentOps sits above both. It reads the operational record and the financial record, resolves the customer across them, and looks for completed work with no qualifying financial counterpart.
Canonical job data
Completion state and value read from the job system, normalised so providers can be compared consistently.
Canonical accounting data
Invoice status mapped to effective, draft, void or unknown. Void and deleted records never count as billing.
Resolved customers only
Where a customer cannot be confidently matched across systems, the job is held for review rather than flagged.
Grace period
Recently completed jobs are given time to be invoiced normally before anything is raised.
No cost data required
Supplier costs are not used as money at risk. A completed job with no invoice is a billing question, not a cost question.
Commercial impact
Small percentages, real money
Unbilled work rarely arrives as one large loss. It accumulates in small, individually forgettable amounts, which is exactly why it survives internal review.
| Annual turnover | At 3% | At 5% |
|---|---|---|
| £1m | £30,000 | £50,000 |
| £2m | £60,000 | £100,000 |
| £5m | £150,000 | £250,000 |
Whether your figure is a fraction of that or a multiple of it is an empirical question, and it is the question the audit answers with your own data rather than a benchmark.
What RegentOps looks for
Findings, not dashboards
The first deterministic finding is job completed without a qualifying matching invoice. It runs on canonical data from both sides and does not rely on a language model to make the financial decision.
Completed job, no invoice
Live. Completion recorded operationally, no qualifying invoice found in accounting after the grace period.
Draft invoice never issued
A draft exists but has never become effective, so the work sits in limbo rather than on a ledger.
Value disagreement
Job value and invoiced value differ by more than a tolerance, suggesting a partial bill or a missing line.
Unresolved customer
Records cannot be linked with confidence. Surfaced for a human decision rather than silently ignored.
Related patterns — approved additional works never charged, engineer recommendations never quoted — are covered in more depth on revenue leakage software.
How it works
Connect, reconcile, detect, review, resolve
Connect
Read-only access to one accounting and one job system.
Reconcile
Match customers, jobs and invoices into canonical records.
Detect
Run deterministic rules over the reconciled picture.
Review
Read the evidence behind each finding in the workspace.
Resolve
Bill it, dismiss it with a reason, or link the invoice you already raised.
Every finding can be closed by attaching the invoice it belongs to, and that decision is kept. The engine learns your resolutions rather than asking twice.
Evidence
A finding you cannot check is just an opinion
Every finding records what was read, from which system, at what time, and which check failed. You can see the job record, the customer link, the invoice search and the reason no match qualified. If your team disagrees, they can see precisely where the engine's view and theirs part company.
The wording is deliberate throughout the product. Findings are described as potentially unbilled and as commercial exposure requiring attention, never as money owed or money recovered.
Integrations
Sits above the systems you already run
Xero, ServiceM8 and Simpro connectors are implemented and roll out account by account. Reconciliation between ServiceM8 and Xero is covered on ServiceM8 Xero reconciliation, and the Simpro equivalent on Simpro Xero reconciliation. QuickBooks, Sage, Microsoft 365 and Gmail are planned rather than live.
RegentOps does not replace or compete with any of them. It answers a question none of them is designed to answer: does the commercial picture agree across all of them?
- 01
Xero
Accounting
Invoices, credit notes, payments.
- 02
ServiceM8
Job management
Jobs, completion, values.
- 03
Simpro
Job management
Jobs, projects, invoicing state.
- 04
QuickBooks / Sage
Planned
Not yet available.
- 05
Microsoft 365 / Gmail
Planned
Approvals and instructions.
See your own unbilled work before you decide anything
Connect one accounting system and one job-management system. RegentOps reads the data, reconciles what each system knows and shows you what may require attention.
Free for up to 90 days
Connect one accounting system and one job-management system.
Exposure and findings
Total commercial exposure identified, the finding count, and the three strongest findings in full.
Read-only
RegentOps reads your data. Nothing in your connected systems is changed.
Unbilled work: common questions
- What counts as unbilled work?
- In RegentOps, a job is treated as potentially unbilled when the job-management system records it as complete, the customer has been resolved across systems, the grace period has passed and no qualifying invoice has been found in the accounting system. It is a prompt to investigate, not proof that money is owed.
- Do I need to move off my current job-management or accounting software?
- No. RegentOps reads from the systems you already run. It does not replace Xero, ServiceM8 or Simpro and does not ask engineers to enter anything twice.
- Will RegentOps raise the missing invoice for me?
- No. RegentOps identifies the gap and shows the evidence behind it. Raising, amending or cancelling anything stays with your team, in the system where it belongs.
- How does it avoid flagging jobs covered by a contract or retainer?
- Contract and retainer work often has no one-to-one invoice, so findings can be resolved with a reason once and that decision is recorded. Resolution is a human judgement that RegentOps preserves rather than guesses at.
- How far back does it look?
- The commercial audit reviews recent history across the systems you connect, so you see standing exposure rather than only what happens after you sign up.
Related reading
- Job completed but not invoiced
The specific operational failure, and how the check is made.
- Revenue leakage software
The wider category: leakage across systems, not only missing invoices.
- Contractor revenue leakage
Where margin goes missing in trade and field-service businesses.