System Overview

How BILL3 captures time
and ships the invoice.

Each row is a processing layer. Time data enters at the top across four capture modes and flows down through AI processing, invoice drafting, human review, and delivery. Colored labels on the left identify each layer's role.

Capture
⏱️
Timer Mode
Active stopwatch
Start, pause, stop per task
Real-Time Per Task
✏️
Manual Entry
Retroactive time logging
Date, duration, description
Backfill Free-form
🎙️
Voice Capture
Speak your work done
Transcribed and parsed by AI
Whisper API NLP Parse
🖥️
Activity Monitor
Passive app and window
tracking with idle detection
Local Only Idle Aware
AI Core
🧠
Claude AI Orchestrator
Central intelligence layer. Reads all time entries, applies project context and rate rules.
Directs summarization, classification, and invoice drafting via structured prompts.
Anthropic API Claude Sonnet Tool Use Prompt Chaining
🏷️
Project Classifier
Tags each entry to client,
project, and billing code
Client Map Rate Rules
📋
Work Summarizer
AI-written description
of work per line item
Plain Language Client-Ready
Drafting
🧮
Rate Calculator
Applies hourly rates per
client, project, or task type
Per-Client Rates Overtime Rules
🧾
Invoice Composer
Structures line items, totals,
terms, and payment instructions
Line Items Net Terms
💰
Tax Engine
Applies applicable tax rates
by client region and type
Regional Rules Exempt Logic
📄
PDF Renderer
Branded invoice document
generated and attached
PDF / HTML Brand Kit
Review
👁️
Human Review Gate
You see the full draft before anything is sent. Edit line items, adjust descriptions, correct hours, or add a note.
Approve to proceed. Reject to revise. You stay in control.
Dashboard UI Inline Edits Approve / Reject Version History
🔗
Payment Link
Stripe payment link auto-
attached to approved invoice
Stripe API One-Click Pay
Delivery
📧
Email Sender
Sends the final invoice to the client via branded email with PDF attachment and payment link.
Delivery confirmation tracked. Retry logic on bounce. Optional follow-up scheduling.
SendGrid Brand Template Delivery Confirm Retry Logic
🔔
Notification Bus
Sent confirmation, open
alerts, and payment events
Webhooks Push / Email
Tracking
✅
Payment Status
Paid, pending,
overdue tracking
👤
Client Portal
Client-facing invoice
view and pay page
📊
Earnings Analytics
Revenue by client,
project, and period
🗄️
Data Store
Invoice history,
time logs, client profiles