Financial Services
6 Person-Days of Monthly Billing Reduced to Fully Automated Overnight Run
A 120-client insurance brokerage was spending six person-days every month on manual billing. We automated the full cycle. Late payments fell from 28% to under 4%.
What We Were Solving
The brokerage managed 120 commercial clients across multiple policy types. Monthly billing required three staff members working for two full days: cross-referencing policy schedules with renewal dates, calculating pro-rata adjustments, generating invoices in Word, emailing them individually, and manually reconciling payments in their accounting system. Late payments ran at 28 percent because chasers were sent manually and often forgotten. The finance director estimated the manual process was costing 68,000 GBP annually in labour alone.
Our Strategic Approach
We built an automated billing engine that connects policy data with billing rules. The system calculates charges including pro-rata adjustments, generates branded PDF invoices, delivers them via email with payment links, processes card payments through Stripe, and runs an automated dunning sequence for overdue accounts. Payment reconciliation feeds directly into their Xero accounting system. The entire monthly billing cycle now runs as an overnight batch job with exception-only human oversight.
Deliverables
- Automated billing engine with policy-aware charge calculation
- Pro-rata adjustment logic for mid-term policy changes
- Branded PDF invoice generation with online payment links
- Stripe payment processing with PCI-compliant card handling
- Three-stage automated dunning sequence for overdue accounts
- Xero accounting integration for real-time reconciliation
- Billing dashboard with revenue forecasting and ageing reports
Project Timeline
Billing Rules Analysis
Mapped all policy types, billing schedules, adjustment scenarios and exception cases. Documented 23 distinct billing rules.
Billing Engine Build
Core calculation engine, invoice generation, Stripe integration and Xero sync.
Dunning and Reporting
Automated chase sequences, payment reconciliation, revenue dashboards and ageing analysis.
Parallel Run and Cutover
One-month parallel run against manual process for validation. Zero discrepancies. Full cutover.
Measurable Results
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