Engineering Time-Log, Retainer Burn-Down & QBO Draft Reconciler
“Reconcile Engineering Retainers & Hardware vs. Labor SKUs in QuickBooks Online with 100% Accuracy and Zero Unapproved Client Billing.”
Reconciles developer Git commits, support tickets, and physical hardware deployments into auditable QuickBooks Online (QBO) and Invoice Ninja draft invoices: separates taxable hardware SKUs from professional labor, applies monthly retainer hours, and enforces draft-only human review.
CLAIM: 100% accurate hardware-vs-labor SKU separation and retainer burn-down reconciliation staged as DRAFT_ONLY QuickBooks Online invoices. PROOF: Deterministic billing reconciler (skills/invoice-qbo-time-reconciler/billing_reconciler.py --selftest PASS).
How do we reconcile developer time logs, monthly retainers, and hardware vs. labor line items in QuickBooks Online without billing errors?
Aria’s Billing Reconciler ingests engineering time logs and support tickets, separates physical hardware SKUs from taxable/non-taxable service labor, deducts included monthly retainer hours before calculating overage billables, and stages balanced QuickBooks Online invoices strictly in `DRAFT_ONLY` mode (`auto_send_email=False`).
Production Stack
Proven Production Guarantees
- Guarantees 100% separation of physical hardware procurements (radios, cameras, access panels) from engineering labor on multi-line QBO invoices.
- Automatically applies monthly retainer hour allowances first and computes exact overage hours and dollar totals with zero spreadsheet drift.
- Enforces `status="DRAFT_ONLY"` and `auto_send_email=False` at the API boundary so no client ever receives an unreviewed invoice or payment link.
Implementation & Verification Runbook
Execute the billing reconciler self-test to verify retainer deduction, hardware/labor categorization, and DRAFT_ONLY enforcement.
python skills/invoice-qbo-time-reconciler/billing_reconciler.py --selftest