Find unbilled variations in HubSpot and email before you invoice
Written by Autonome. Updated 5 November 2026.
How do I stop extra work going unbilled?
Check the conversations against the invoices before they go out. Autonome's Unbilled Variation Catcher reads the last week of project emails and HubSpot deal notes, picks out requests for extra work, and checks each one against your open Xero or MYOB invoices. Anything missing shows up with the client's own words and a suggested line.
Nobody forgets to bill extra work on purpose. It gets agreed in a reply on a Tuesday, and by invoice day it's buried under everything else. You approve each line before it goes onto the draft invoice, and the Gadget never sends an invoice itself. Run it when you like, or every Friday afternoon with a summary posted to Teams.
- Each missing item comes with the client's own words and the amount.
- Lines go on the draft invoice only after you approve them.
| Source | What it finds | Result |
|---|---|---|
| Project emails | Requests such as "can you also dig the extra trench" | Suggested invoice line with the quote |
| HubSpot deal notes | Extra work agreed on a call | Suggested invoice line with the note |
| Xero or MYOB invoices | Whether the work is already billed | Only unbilled items are shown |
Why it reads the emails, not just the CRM
Because that's where variations actually get agreed. A client asks for an extra trench by email, someone says yes from their phone, and the CRM never hears about it. HubSpot notes help when you have them, but the Gadget works from project emails alone, which is where the money usually goes missing.
Questions
Does it change invoices automatically?
No. It suggests a line, and you approve it before it is added to a draft invoice. It never sends an invoice.
Can it run on a schedule?
Yes. For example, every Friday at 3:00 pm, with a summary to Teams.
Do we need HubSpot to use it?
No. It works from project emails alone. HubSpot notes give it more to read.
Check last week's emails for unbilled work.
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