IT & Software Services
The subscription-billing chain almost never ties out: what the plan says the customer should be charged, what was actually invoiced, what was collected, and what the payment gateway settled after its fee, are four numbers that should agree and rarely do. Failed renewals go uncaught, a customer on an old price never gets moved to the new one, a plan change is not reflected in billing, and gateway fees and chargebacks are accepted unchecked. The leak is quiet and recurring, and at subscription scale a small per-account error is a large annual number. In a people business the billing chain is deployed-hours to approved-timesheet to raised-invoice to collected-cash, and it is rarely tied out per consultant per client. Approved time does not always become an invoice; an invoice does not always get collected; and for export firms the invoiced amount and the realized USD amount differ by forex and by what the bank actually credited, with realization stretching past the RBI timeline and nobody reconciling. DSO runs to ninety days and beyond, chased by the founder over email. Money that was earned and even invoiced sits unrealised because no one is matching the chain.
Who has it
Two signature cases: SaaS and product companies (billing vs plan vs collected vs gateway-settled) and staffing and managed-services providers (deployed hours vs invoice vs collected); IT services and software-development firms have it on delivered time vs billed vs collected plus export forex realization, and on milestone and retainer billing.
What we build
Automatic matching of the sources that should agree, returning a clean break list: plan-entitlement vs invoiced vs collected vs gateway-settled, with failed renewals, price-grandfathering misses, plan-change gaps and settlement short-pays flagged. Kept deterministic and auditable precisely because billing must be defensible. Statutory and revenue-recognition treatment stays prepared for the firm's CA, never auto-posted. Automatic matching of the chain: approved timesheet vs raised invoice vs collected, with the unbilled and uncollected gaps flagged per consultant and per client; and for export, invoiced vs realized with forex and bank credit reconciled and the realization timeline watched. A clean ageing of receivables drives disciplined, timed collections follow-up.
What is automated, where AI helps, who signs off
The reliable spine
The non-AI spine is deterministic, auditable matching, kept that way precisely because billing must be defensible: plan vs invoiced vs collected vs gateway-settled, or approved time vs invoice vs collected vs realized forex, returning a clean break list.
Where AI helps
AI is limited to matching records that do not line up cleanly across the chain and flagging the breaks for a person; statutory and revenue-recognition treatment stays prepared for the firm's CA, never auto-posted.
Who signs off
A named person signs off anything touching money, a customer promise, a regulated filing, a payment, a price, a credit decision or a people decision.
What changes day to day
The billing chain ties out on demand instead of never; failed renewals and price-grandfathering misses are caught and fixed; gateway short-pays are disputed instead of accepted; revenue recognition rests on a recon that holds. Approved time reliably becomes an invoice and an invoice reliably gets chased; export forex realization is reconciled and watched against the timeline; DSO comes down because the gaps are visible and worked; collections stop depending on the founder's memory.
Illustrative outcome
Recovered under-billed and uncollected subscription revenue and disputed settlement short-pays each cycle; for a people business, lower DSO and recovered unbilled and unrealised amounts across the billing chain. Illustrative; final numbers come from your own data.
Illustrative; final numbers come from your own data.
Path to the build
Book a free 60-minute call, then a free Blueprint on the firm's own records. Deep-dive and build, followed by run and govern so the workflow keeps paying back.
Related builds
A free 60-minute call. No cost, no obligation, just a clear read on what is worth building.