BillPro: Custom Billing & Invoice Management Web App

The Challenge

Our client provides B2B services to a regular roster of corporate clients. When they approached us, they were using a popular off-the-shelf invoicing tool — one that works perfectly well for a standard product-based business but had a few friction points that had been quietly costing them time and occasionally money.

Their invoicing model involved variable service fees that were calculated differently for different clients based on agreement terms. The standard tool required them to manually calculate these each time and enter the numbers — introducing human error into a process that should be automatic. They'd had two instances in a year where invoices went out with incorrect amounts.

The bigger problem was payment tracking. Their tool showed paid and unpaid status, but their business had a three-stage payment cycle — advance, mid-project, and balance — and the tool had no way to track partial payments against a single invoice. Someone was maintaining a separate Excel sheet just to track which stage each client was at, and cross-referencing this with the invoicing tool every few days.

Our Solution

We built BillPro — a web application specific to their workflow. Client profiles store the rate agreement for each client, so when an invoice is created, the service fees calculate automatically based on the stored terms. The invoice is generated with the correct amounts, GST breakdown, and payment terms without any manual calculation.

The payment tracking system recognises multi-stage payments. Each invoice can have up to three payment milestones, each with its own due date, amount, and status. The dashboard shows at a glance which clients have payments due this week, which are overdue, and which are fully settled — without cross-referencing any external spreadsheet.

Invoices are generated as PDFs with the client's correct details and can be emailed directly from the application with one click. The system logs when each invoice was sent and to which email address, which had been another gap — they'd occasionally had disputes about whether an invoice had been sent, with no record to check.

We also added a simple client portal: each client gets a secure link where they can view their current and past invoices and download PDFs themselves, without needing to email the service team for copies. This alone reduced a handful of routine email requests every week.

Results

Technology Used