Retool billing tool development

About the project

Challenges

Develop hierarchical billing & licensing management Retool application
Automated invoicing tool with PDF generation
Integration with Hubspot & Accounting app

Requirements

Cuttime works with thousands of U.S. school districts, each subject to different state policies regarding data privacy, financial transactions, and compliance documentation.
Common documents requested include W9 tax forms and services contracts, often sent via email.
Our customer needed an efficient system for tracking these requests and their fulfillment, so they relied instead on a Google Drive system managed by a single compliance person.

Key Deliverables

The application should be able to handle complex hierarchical license management. This also enabled better compliance tracking, ensuring 100% adherence to licensing agreements and reducing the risk of penalties.

Main tool

Retool

Additional tools

Postmark, Stripe

Project Timeline

16 months

Akveo’s team, who was working on the project

Aliaksandra Labko

Low-Code Solution Engineer

Aleh Pashkevich

Retool Developer

Solution

Akveo has delivered an impressive billing solution that effectively addresses the challenges of complex hierarchical license management and automated invoicing. Their system supports multi-tiered licenses, enabling detailed tracking of usage and compliance, which is essential for organizations with intricate licensing structures.

The integration with CRM and accounting packages is seamless, facilitating efficient financial data and process management. Akveo's solution also excels in automating invoicing, streamlining PO workflows, and reducing manual effort. Our Retool Engineers' development results have significantly enhanced financial processes' operational efficiency and accuracy, making it a valuable asset for any organization with complex billing needs.

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Scope of work

Licenses Management:

Develop an internal Retool application to store and manage licenses for each of the U.S. district programs, including vendor information, validity periods, products, and costs
Provide functionality that allows quick navigate among a huge number of licenses, track their overlap or the need for a renew
Prepare an architecture and setup Retool database to store licenses and all other relevant information

Payments Management:

Setup an integration with accounting management system Stripe to track and receive payments, as well as maintain accounting records
Provide customers with various online payment options and set up a system to track offline payments

Automated Invoicing and PDF Generation:

Using the Stripe API, implement the functionality of invoicing clients via email
Develop a template for automatically generating PDF files that will be attached to each email
Implement functionality for regular checking of invoice expiration dates and automatic sending of reminders to clients via email

Reporting:

Develop reports to track all license actions and and changes in payment statuses
Implement export of each of the reports into CSV format
Prepare Revenue Reports that could be imported into an accounting management system

Technology stack

‍Backend Development:

Retool: Used for developing the internal application and managing the backend database.
Retool DB: Used for data storage, managing client information, travel itineraries, vendor contacts, and other necessary data.

Learn more what is Retool and why it might be perfect for your business

Frontend Development:

Retool UI Components: Utilized for creating user-friendly input forms, dashboards, and reports.

Results

Enhanced Data Management

The application effectively captures and manages detailed client information, travel itineraries, and vendor contacts, centralizing all essential data in one place.

Automated Reporting and Dashboards

Automated generation of 21 reports and 3 dashboards provided comprehensive tracking and analysis of travel planning activities, improving operational efficiency and decision-making.

Improved Planning and Tracking

Retool application facilitated efficient planning and tracking of travel itineraries, including key date reminders and status updates, ensuring timely actions and better itinerary management.

Their team was always approachable and responsive, making the entire process smooth and stress-free.