Simplifying Complex Billing and Expense Management in Polaris PSA’s Latest Release

We’re thrilled to unveil the latest feature enhancements in Deltek | Replicon’s Polaris PSA, strategically designed to help project-driven organizations overcome long-standing challenges in billing precision and expense reimbursement.

These updates are inspired by ongoing feedback from our global customer base, addressing real-world use cases such as managing diverse billing models, handling global reimbursement workflows, and aligning billing with approval processes. Built with a forward-thinking, automation-first approach, our newest capabilities are set to strengthen financial control, streamline approvals, and reduce revenue leakage ultimately driving better margins for your business.

Let’s explore what’s new in Polaris PSA:

Automate Complex Billing Structures with Advanced Rate Cards

Billing models are no longer one-size-fits-all. Many organizations today bill clients based on multiple dimensions including roles, activities, overtime rules, and project-specific criteria. Managing this complexity manually not only slows down invoicing but increases the risk of billing inaccuracies and revenue loss.

With Polaris PSA’s new Advanced Rate Card, project managers can now define flexible, multi-level billing logic using up to three dimensions Resource, Role, and Pay Code. This ensures every billable activity is accurately tracked and billed as per contract.

Use cases include:

• Billing overtime hours at a separate rate from regular hours
• Charging different rates based on the activity performed by the same resource
• Setting unique billing rates for a resource depending on their role on the project

With this update, organizations can confidently manage complex billing scenarios and maintain financial accuracy across every engagement.

Ensure Payroll Accuracy with Reimbursement Currency for Expenses

For global organizations, managing expense reimbursements in multiple currencies has always been a challenge. When the reimbursement currency defaults to the base currency of the system, users often need to manually update it—leading to errors and payroll inefficiencies.

To address this, Polaris PSA now supports a user-level reimbursement currency setting, allowing administrators to define the default reimbursement currency for each user.

Key benefits:

• Prevent currency mismatches during reimbursement
• Reduce delays in payroll processing
• Allow (or restrict) users from overriding the default reimbursement currency, based on your policies

This improvement helps streamline the reimbursement process while ensuring payroll teams are equipped with clean, accurate data.

Align Invoicing with Approvals Through Enhanced Expense Bill Plans

While Polaris PSA previously allowed organizations to bill only approved timesheets, a similar capability was missing for expenses—leading to instances where unapproved expenses were mistakenly included in invoices.

With the latest release, you can now configure your Expense Bill Plans to bill only approved expenses, giving finance teams the same level of control and confidence over expense data as they already have with time.

When this setting is enabled, Polaris recalculates Available to Bill based on the approval status of expenses—ensuring your invoices always reflect reviewed, authorized charges only.

Transforming Financial Workflows for Greater Profitability

These new capabilities are built to address deep-rooted inefficiencies in billing and expense workflows, helping firms take a more proactive and automated approach to financial management.

Business outcomes include:

• Reducing revenue leakage through precise rate mapping
• Speeding up approvals and reimbursements with currency and policy alignment
• Gaining visibility and control over project financials, from billing to collections

With Polaris PSA, project-based businesses can confidently scale operations, improve client trust, and achieve healthier margins by automating their most critical financial processes.

Polaris PSA’s Continued Commitment to End-to-End Project Success

At Deltek | Replicon, we are committed to helping organizations run smarter, more profitable projects by connecting all the moving parts— project planning, resource allocation, time tracking, skill matching, and financial control —within a unified platform. These latest enhancements reflect our mission to simplify the complexity of service delivery while giving teams what they need to execute with clarity, efficiency, and precision.