Development of a Custom Invoicing and Workflow Automation Platform for Business Service Providers

The client faces bottlenecks caused by manual invoicing, fragmented data across spreadsheets and emails, limited scalability of existing tools, and lack of automation, leading to delays, errors, and operational inefficiencies. The organization needs a unified platform to automate workflows, centralize financial data, and support future growth through integrations.

A mid-sized advertising or marketing agency experiencing workflow inefficiencies due to manual invoicing processes, seeking to automate financial operations and enable scalable growth.

• Automate manual invoicing workflows to reduce processing time and errors.
• Centralize data management for client contacts, billing details, and invoice templates.
• Enable scalability by integrating with third-party tools like email services and accounting software.
• Improve compliance with standardized processes and reduce human error.
• Develop a SaaS platform to monetize the solution through subscription-based offerings.

• Secure authentication system with signup, login, and password recovery.
• Customizable, branded invoice templates with dynamic fields.
• Centralized dashboard providing real-time reporting and search functionalities.
• Automated invoice generation and distribution via email integration.
• Contact and client management modules.
• Workflow tracking for client communications and invoice status updates.
• Scalable design supporting integration with external accounting and communication tools.
• Post-deployment support for updates and feature enhancements.

• Email service providers (e.g., SendGrid, SMTP) for automated invoice distribution.
• External accounting software APIs for financial reconciliation.
• Client communication tools for tracking correspondence.

• System should accommodate at least 100 concurrent users with room to scale.
• Invoice processing and report generation should occur within seconds.
• Data security and compliance with relevant standards, ensuring safe handling of personal and financial data.
• Hosting cost estimates should range between $20–$50 per month for initial deployment.
• System must support role-based access control and secure authentication mechanisms.

The platform is expected to automate up to 70% of manual invoicing workflows, significantly reducing errors and processing delays. It will provide a reliable and scalable infrastructure capable of supporting future client demands. The organization aims to generate new revenue streams by offering the platform as a subscription service, thereby expanding its market reach and enhancing operational efficiency.