IT consulting
ConsultGen
Invoicing that runs itself
From manual, consultant-by-consultant invoicing built on spreadsheets, to a system where timesheets come in online and invoices go out automatically.
[01]The context
A growing team of consultants, invoicing done by hand
ConsultGen places IT consultants (helpdesk, sysadmin, QA, DevOps) on assignments at major Belgian companies. Every month, hours had to be collected from each consultant's spreadsheet, checked one by one, turned into an invoice, and payment status tracked by hand. As the team grew, this admin work ate more and more time that should have gone into managing the assignments themselves.
[02]Day to day
The pain points we removed
Concretely, here is what made invoicing so heavy before we stepped in.
Timesheets on spreadsheets
Each consultant sent their hours in a separate spreadsheet, by email, at the end of the month. Inconsistent formats, frequent gaps, manual chasing to get missing hours.
Invoicing consultant by consultant
Every invoice was rebuilt by hand from the timesheets received. Repetitive work, prone to calculation errors and delays before it reached the client.
Payment tracking by hand
No centralised view of who had paid and who was still pending. Tracking happened by memory, in an inbox or a notebook, with the risk of forgetting a follow-up.
Incoming invoices processed manually
Invoices received at invoices@consultgen.be had to be opened, read and entered one by one, with no automation or structured filing.
[03]What we built
What we put in place
A web + admin platform to run timesheets, invoicing and payments, delivered and deployed on consultgen.be.
Timesheets submitted online
Before
Each consultant sent hours on a personal spreadsheet, by email, at month end.
After
Each consultant logs hours directly online, per assignment, in one consistent format.
Centralised validation
Before
Hours were checked by hand, one by one, with no clear trail of what had been approved.
After
Submitted timesheets go through an online validation step before being taken into account for invoicing.
Automated invoicing
Before
Every invoice was manually rebuilt from the hours received, assignment by assignment.
After
The invoice is generated automatically from validated timesheets, with no re-entry.
Centralised payment tracking
Before
No overview of paid versus pending invoices, tracking scattered across emails and memory.
After
A single dashboard shows at a glance which invoices are paid, pending or overdue.
Incoming invoice processing
Before
Invoices received at invoices@consultgen.be were opened and entered one by one, by hand.
After
Incoming invoices are processed automatically as soon as they arrive, with no manual re-entry.
[04]The outcome
What truly changed for the owner
Timesheets come in online — no more chasing each consultant by email
Invoices go out automatically as soon as hours are validated
Payment tracking happens at a glance, no more forgotten follow-ups
Incoming invoices no longer pile up in the invoices@consultgen.be inbox
Time freed from admin work goes back into managing assignments and consultants
[05]Client's words
« Before, I spent hours every month rebuilding invoices from each consultant's spreadsheet, and I lost track of who had paid. Now the timesheets come in on their own, the invoices go out on their own, and I see who's paid at a glance. »
Timesheets come in on their own, invoices go out on their own
ConsultGen's owner
Founder — ConsultGen
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