Give finance the context to assess project billing
Northstar Studio is a fictional example: its delivery team is preparing context for a completed design milestone. Use this page to organize the signed scope, milestone basis, acceptance evidence, and any change owner before routing information through your established finance process. Signed contract records remain authoritative; this page does not approve billing.
When to prepare a handoff
Use it when billing context needs to be clear and traceable.
Summarize the milestone and the billing basis stated in the applicable signed scope.
Identify the evidence and its date, or state plainly that evidence is still pending.
Describe the change, whether it appears in the signed scope, and the role that owns clarification.
A progress note that does not affect milestone, acceptance, scope, or billing context does not need this handoff.
Prepare the handoff
Assemble context, then use the established finance channel.
-
1
Identify the signed scope
Name the relevant signed scope and version. Refer to the authoritative contract record rather than treating this page or a copied summary as the contract.
-
2
Describe the milestone
State the milestone name, its position in the project sequence, and the billing basis stated in the signed scope.
-
3
Record acceptance evidence
Identify the evidence and date. If it has not arrived, mark it pending; do not imply that acceptance has occurred.
-
4
Surface changes and ownership
Explain any change that may affect the billing context and name the responsible role for clarification. Do not present an unrecorded change as part of signed scope.
-
5
Route the context
Send the assembled context through your organization's established finance process. Finance reviews the information and directs questions through the applicable help route.
Worked example: Northstar Studio design milestone
Fictional illustration only—not a customer record, contract source, work queue, or billing approval.
| Handoff detail | Illustrative example | Why finance needs it |
|---|---|---|
| Signed scope | Design package, version 2 | Identifies the authoritative scope reference to compare with the handoff. |
| Milestone | Prototype review, 1 of 3 | Shows which project milestone the billing context concerns. |
| Acceptance evidence | Client review note dated 12 May | Points to the evidence and its date; the evidence itself remains in its authoritative record. |
| Change ownership | Delivery lead to clarify an added screen before billing context is finalized | Makes the unresolved change visible and identifies the role responsible for clarification. |
Who contributes to the handoff
These role responsibilities describe the coordination example; they are not a directory or named contact list.
Sales
Identifies the commercial scope and the relevant signed record.
Delivery
Assembles milestone and acceptance context, and owns clarification of delivery changes.
Finance
Reviews the supplied context and directs questions through the established finance help route.
Boundary questions
Keep evidence status and scope distinctions explicit.
What if acceptance evidence is pending?
State that the evidence is pending and identify who is expected to provide or clarify it. Do not describe the milestone as accepted or imply that billing is ready.
What if a change is not reflected in the signed scope?
Describe the change and identify the role that owns clarification. Refer to the authoritative contract record and existing finance process; this page is not approval to bill or a substitute for updating an authoritative record.
Does completing this handoff trigger billing approval?
No. It organizes context for finance to review. Follow the established finance process for questions and decisions.