Building an Internal Accounts Platform for a Multi-Product Agency
Replaced a patchwork of third-party tools with a bespoke billing and accounts platform — eliminating billing errors and tripling invoice cycle speed.
Overview
The challenge.
The solution.
Managing revenue across a SaaS product, retainer clients, and project-based work meant reconciling data from multiple tools every month. Manual invoicing introduced errors. Subscription renewals were tracked in spreadsheets. There was no single dashboard showing real financial position at any given moment. As we scaled, this fragmented approach became a genuine business risk.
We designed and built Crux Accounts as a purpose-built internal platform. It handles every billing scenario: monthly SaaS subscriptions via Stripe, milestone-based project invoices, retainer billing, and ad hoc charges. Every client has a profile, every invoice is generated automatically or with a single click, and the dashboard shows real-time revenue, outstanding balances, and upcoming renewals.
Our Approach
How we
solved it.
The step-by-step methodology we used to take this project from brief to live.
Billing Model Audit
Mapped every revenue stream across our product portfolio: SaaS subscriptions, project retainers, milestone billing, and one-time fees. Designed a data model flexible enough to handle all scenarios without separate systems for each.
Stripe Architecture
Implemented a robust Stripe integration covering subscription lifecycle management, automatic retry logic, proration for mid-cycle plan changes, and webhook-driven status updates — ensuring billing state is always accurate without manual reconciliation.
Invoice & Reporting Engine
Built automated invoice generation with configurable templates, PDF export, and email delivery. Added a financial reporting dashboard showing MRR, ARR, outstanding receivables, and payment history — updated in real time as events occur.
Internal Rollout
Migrated all active clients to the new platform over a two-week parallel-run period where both old and new systems were active. Zero data loss, zero billing disruption. Decommissioned the old tools on day 15.
The Results
What it
delivered.
Measurable outcomes achieved for Crux Labs — real numbers from a real engagement.
Having our own accounts platform means we move fast on billing. No third-party delays, everything is exactly as we need it — and we can extend it whenever our model changes.
Project Details
- Client
- Crux Labs
- Industry
- FinTech / Internal Tools
- Year
- 2024
- Duration
- 10 weeks
- Services
- SaaS Development · Stripe Integration · Financial Systems · UI/UX
Next Steps
Let's build something
worth talking about.
Tell us about your project. We'll come back within 24 hours with a clear scope and a path forward.