Retool billing tool development

About the project

Challenges

CutTime was dealing with three main issues:

They had a massive number of licenses to track, each with different requirements and timelines.
Their invoicing system was manual, slow, and prone to mistakes.
They needed everything to work seamlessly with their existing tools, like HubSpot for CRM and Stripe for payments.

Requirements

The system we built had to:

Organize all their license data in one place, including vendor details, costs, and renewals.
Automate invoicing, generate PDFs, and send reminders for overdue payments.
Connect with Stripe for online payments and track offline transactions too.‍
Provide reports that were easy to export for accounting purposes.

Key Deliverables

We developed a Retool app that tackled their needs head-on:

Centralized License Management: We created a system where they could easily track renewals, organize vendor details, and keep everything in one place.
Integrated Payments: We connected Stripe so they could handle payments online and track offline ones without hassle.
Automated Invoicing: We set up tools to generate invoices automatically, attach PDFs, and send reminders for overdue payments.‍
Reporting Tools: We made sure they had detailed reports on licenses, payments, and revenue, all exportable to make accounting simpler.

Main tool

Retool

Retool was the best fit for this project because it allowed us to build and customize the app quickly. It’s flexible, easy to work with, and integrates seamlessly with other tools like HubSpot and Stripe. That meant we could focus on delivering exactly what CutTime needed.

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

Our focus with the project was on creating a system that could handle the complexity of CutTime’s financial processes while being easy to use. Retool allowed us to move quickly. Our team of Retool developers was about to prototype rapidly and get an early feedback. We built the system step-by-step. The app started with license management only, and than was expanded with other features: payment integration, automated invoicing, and reporting.

The solution we chose was to integrate seamlessly with HubSpot and Stripe, ensuring that data flowed effortlessly between systems. We also developed PDF templates for invoices, making communication with clients both professional and consistent. The system now tracks payment statuses, sends automated reminders, and provides detailed revenue reports to streamline accounting processes.

Learn more about the top reasons to hire Retool developers for your project

Scope of work

First, we focused on creating a comprehensive solution that streamlined license management, automated payment and invoicing workflows, and delivered insightful reporting. Each feature was designed to address specific operational pain points. But the important part was also to ensure the system remained user-friendly and adaptable.

1. Licenses Management

Centralized license storage, including vendor details, costs, and validity periods.
Developed tools to navigate overlapping licenses and manage renewals efficiently.
Set up a Retool database to securely store all relevant information.

2. Payments Management

Integrated Stripe for online payments and financial tracking.
Enabled offline payment tracking to ensure accounting accuracy.
Provided customers with multiple payment options for greater flexibility.

3. Automated Invoicing

Built a system to generate and email invoices automatically using Stripe’s API.
Developed professional PDF templates for consistent invoicing.
Added automated reminders for overdue invoices to improve collection rates.

4. Reporting

Created detailed reports to track license activity, payment statuses, and revenue.
Enabled report export to CSV for easier data sharing and integration with accounting systems.
Developed revenue reports compatible with accounting software for streamlined financial tracking.

Technology stack

Backend Development

Retool: Used to develop the internal application and manage the backend database.‍
Retool DB: Utilized for secure data storage, handling client information, license details, and payment records.

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

Frontend Development

‍Retool UI Components: Designed to create user-friendly input forms, dashboards, and reports for vendors and program directors.

Results

The Retool billing application streamlined CutTime’s financial operations, saving time and improving accuracy. Here’s what the solution delivered:

Enhanced License and Data Management

Our Retool application was built to centralize all licensing and payment data. It was important to make it easy to track renewals, compliance, and usage across thousands of licenses.

Automated Invoicing and Notifications

Invoices were generated and emailed automatically, together with professional PDF attachments and reminders for payments that were overdue. We wanted to save administrative time and improve payment collection---and it worked.

Better Financial Reporting

With a new Retool app, detailed reports on licenses, payments, and revenue were easily generated and exported---to simplify financial tracking and provide insights for decision-making.

Seamless Payment Integration

With Stripe integration, both online and offline payments were tracked efficiently. Customers had flexible payment options, while vendors benefited from simplified accounting workflows.

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