How Source Corp reduced work without confirmed PO coverage by 78% and cut monthly billing preparation to one working day

Source Corp delivers complex software-engineering and systems-integration engagements for enterprise clients. A single client relationship can include a master agreement, several Statements of Work, separate Purchase Orders, multiple project teams, different billing rates, value or hour limits, and additional change requests.

The commercial terms existed, but the information required to manage them was fragmented. Contracts and SOWs were stored separately from project delivery data, while PO utilisation, time entries and billing status were often reviewed through spreadsheets, email threads and finance checks.

Delivery managers focused on execution, finance controlled invoicing, and commercial teams managed extensions, additional POs and scope changes. Each team held part of the picture, but there was no single operational view connecting contract coverage with the work actually being delivered.

This created a particular risk in time-and-material and fixed-price engagements. A project could approach its PO limit before the commercial team had enough time to secure additional coverage. In some cases, delivery could continue based on an expectation that a new PO or change request would be approved, creating exposure to work that was not yet formally covered.

Monthly billing preparation was also highly manual. Finance had to reconcile approved time, applicable billing rates, reimbursable costs, PO utilisation, client details and any work that was not yet ready to invoice. The process could take approximately one working week and depended on repeated confirmations from project and commercial teams.

Source Corp needed one process that would connect contract terms, PO coverage, delivery activity and billing readiness before issues reached month-end.

Source Corp introduced Synthelio as the shared operational layer for contracts, Purchase Orders, engagements and billing readiness.

Each active engagement was linked to the relevant client, agreement, Statement of Work and Purchase Order, together with its commercial model, currency, billing rates, validity dates and value or hour limits.

Synthelio combined actual time, planned allocations and commercial rules to show current and forecast PO utilisation. For every PO, teams could see the total authorised value, the amount already consumed, delivered but not yet invoiced work, the remaining balance and projected utilisation based on the current delivery plan.

Alerts highlighted engagements approaching their authorised limits, allowing commercial teams to start extension, new-PO or change-request discussions before delivery moved beyond confirmed coverage.

The same information was available to delivery managers. Before extending a project, increasing the team or accepting additional scope, they could see whether the existing commercial coverage was sufficient and what the change would do to the remaining PO balance.

Synthelio also introduced a shared billing-readiness view. Finance could immediately see whether required time entries were complete, which billing rates applied, what value was ready to invoice, whether the planned invoice remained within PO coverage and which exceptions still required action.

Instead of rebuilding a billing pack from multiple sources every month, finance received one consolidated set of project and commercial data and focused on validation and exceptions.

Monthly billing preparation reduced from one working week to one working day

After consolidating contract, PO and delivery data in Synthelio, the monthly billing-preparation process was reduced from approximately one working week to one working day.

Most of the operational information was already available when the billing cycle started. Finance spent less time collecting and reconciling data and more time reviewing exceptions, validating unusual items and preparing invoices for release.

Earlier billing readiness also made the invoicing process more predictable and reduced the risk that an avoidable data issue would delay an invoice into the next cycle.

Work delivered without confirmed PO coverage reduced by 78%

PO utilisation became visible throughout the delivery cycle rather than only during finance review. Projects approaching their authorised limits were identified early enough for commercial and delivery teams to act.

The value of work delivered without formally confirmed PO coverage fell by 78%. The improvement came from earlier extension conversations, faster change-request decisions and clearer rules about when additional work could proceed.

This reduced exposure to revenue leakage and client disputes without requiring delivery teams to slow down healthy projects.

Billing risk became visible before month-end

Synthelio surfaced work that had been delivered but was not yet ready to invoice. Typical blockers included incomplete or unapproved time entries, missing PO coverage, incorrect commercial references and pending scope confirmation.

Because these issues were visible before the billing cycle began, teams could resolve them while there was still time to protect the invoice date.

Responsibility also became clearer across functions: delivery monitored scope and PO consumption, commercial managed additional coverage and contract changes, finance controlled billing readiness, and leadership could see revenue exposure across the portfolio.

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Results summary

• 100% of active billable engagements linked to contracts and Purchase Orders

• Monthly billing-data preparation reduced from one working week to one working day

• Work delivered without confirmed PO coverage reduced by 78%

• Current and forecast PO utilisation visible throughout the delivery cycle

• Commercial action triggered before projects reached authorised limits

• Delivery, commercial and finance working from one shared billing-readiness view

• Revenue-at-risk issues identified before month-end rather than during invoice preparation