The work as it was
Each engagement began with a quote from the consultant who scoped it and ended with an invoice typed by whoever had time. Invoices went out late because the person who knew the engagement was busy delivering it.
Every quarter the partners sent their files, each in its own layout, and finance worked out the VAT on each. With 60+ partners that took days, with a spreadsheet as the only check.
What was built
- 01
Quotes and invoices
Elentaria creates the quote from the agreed scope, rates and terms. When a milestone is reached, it creates the invoice from the same record and books it in the accounting system, so the two always match.
- 02
Partner VAT
Each partner's quarterly file is read in whatever layout it arrives, and VAT calculated by the rule finance set for that partner. Anything that does not reconcile is held for finance.
- Reads
- The scoped engagement and its rates, the quarterly files from 60+ partners, the accounting system's records
- Checks
- Quote lines against the rate card, invoice lines against the quote, partner amounts against each partner's VAT rule
- Writes
- The quote, the booked invoice, and the VAT calculation per partner with its file
- To a person
- Quotes with a non-standard rate, invoices for an engagement that changed scope, partner files that do not reconcile
One ordinary day
- 08:30
A consultant confirms a scope; the quote is created from it and the rate card.
- 09:30
A milestone is marked complete; the invoice is created from the quote and booked.
- 11:00
Partner files arrive for the quarter; each is read and its VAT calculated.
- 14:00
One partner's file does not reconcile; it is held for finance with the ledger lines beside it.
- 17:00
Every quote, invoice and VAT calculation is recorded against its engagement or partner.
What changed
Invoices go out when the work is agreed, not when someone finds an hour, and they match the quote because they come from it.
Quarter end is no longer days lost to partner files; finance reviews the exceptions. The owner's estimate of the first-year value at this company's volumes, in hours saved, errors avoided and revenue protected, is €90k.
How it was delivered
Delivered as implementation partner behind another company that owned the client relationship, and live in one month. Rules first: the rate card, the milestones that trigger an invoice, the VAT arrangement per partner. The accounting system was not changed and stays the system of record.