Financial Services
6 Person-Days of Monthly Billing Reduced to Fully Automated Overnight Run
Automating the entire billing cycle for a 120-client commercial insurance brokerage, eliminating manual reconciliation and reducing late payments 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
Want Results Like These?
Tell us about your project. We'll look at the fit and put together a focused proposal after a 30-minute strategy call.
More Case Studies
See how we've helped businesses in other sectors and with different challenges.
Financial Services
From 8-Second Load Times to Sub-Second Performance
Complete infrastructure rebuild for a payment processing platform handling 50,000+ daily transactions, eliminating critical bottlenecks and achieving 99.97% uptime.
Financial Services
12x Lead Generation Improvement with Conversion-First Architecture
Engineering a conversion-focused website for a wealth management firm that transformed their digital presence from a brochure into their primary source of qualified leads.
Financial Services
Month-End Processing Cut from Five Days to One
Building a secure client portal for a 60-person accountancy practice that eliminated email-based document exchange and achieved full compliance with professional body requirements.
Financial Services
Sub-200ms Data Processing for 500,000 Daily Market Events
Re-architecting a proprietary trading platform backend to process real-time market data feeds with sub-200ms latency, enabling the firm to compete on execution speed.
Financial Services
73% of Members Moved to Self-Service Within 90 Days
Building a secure member portal and automated loan processing system for a regional credit union, reducing branch visit dependency and cutting loan approval time from 5 days to same-day.
Professional Services
22 Hours Per Week Recovered Through Practice Automation
Automating client intake, document management and compliance communications for a 40-person law firm, eliminating administrative bottlenecks that were limiting growth.
Facing a similar challenge?
Tell Us About Your Project.
We'll look at your brief and let you know if there's a good fit. Honestly and without pressure.
Schedule a Consultation