The Constraints
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Billing Complexity
Support for hybrid models (Retainer + Hourly Overage) which standard tools couldn't handle.
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Dunning Logic
Needed an automated but polite way to chase late payments without ruining client relationships.
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Data Security
Handling sensitive financial data required bank-grade encryption and access controls.
The Approach
Unified Data Model
We abolished the distinction between a "Lead" and a "Client." Instead, we built a lifecycle model where a signed contract automatically triggered the creation of the billing schedule, removing the manual data entry step entirely.
Automated Billing Logic
We engineered a custom state machine to handle recurring billing. It automatically calculates pro-rata adjustments, generates PDF invoices, and emails them on specific dates.
Cashflow Dashboard
Instead of a standard list of invoices, we designed the dashboard around "Cashflow Forecast." It visualizes incoming revenue vs. outstanding debts instantly.
Smart Compliance
We integrated a tax-calculation engine that automatically applies the correct VAT/GST based on the client's location, solving a major compliance headache.
The Outcome
Reduction in average unpaid invoice lag time.
Accuracy in automated tax compliance across 4 jurisdictions.
Saved per week per founder on manual administration.
Eliminated churn caused by missed renewal follow-ups.
"Cash flow is an experience problem, not just a finance problem. Making it visible makes it manageable."