Batch & Data Handling
Create and manage monthly Proforma batches with versioning, activation, and archival. Upload invoices, hours, commissions, and change files, and export raw files before and after adjustments.
Automated Billing & Reporting with RBAC
Custom billing software development for a global consulting firm, replacing Excel-heavy Proforma invoicing with a governed billing management system featuring RBAC, Azure SSO, approval workflows, delegation, OpenAir integration, and full audit trails.
Project Overview
A global consulting firm managed its monthly Proforma invoice lifecycle through manual, Excel-heavy workflows. Billing and commission data came from multiple spreadsheets, reviews happened offline, and no one could see who changed or approved what, making month-end slow, error-prone, and hard to audit. Through internal business application development, Ditstek delivered an Excel-to-web application migration, moving invoice data, approvals, adjustments, and reporting into one governed platform. Combining RBAC, single sign-on, batch uploads, and automated notifications, it brings enterprise billing automation to regional teams and large accounts across geographies.
Challenges
The organization faced operational gridlock in billing and invoicing - manual processes, data silos, and poor traceability. A robust business application development initiative was needed to simplify workflows while enhancing control.
Excel-Heavy Billing Process
Billing and commission data had to be compiled manually from multiple Excel files, causing inconsistencies, version control issues, and heavy administrative work for regional and account teams.
Unpredictable Month-End Cycles
Offline update cycles and scattered feedback caused recurring delays, making month-end Proforma processing unpredictable and stressful for finance and operations teams across every region and account.
No Role-Based Access Control
Without structured role-based access control, the firm could not clearly track who made changes, when, or why, weakening accountability and compliance with internal audit standards.
Missing Approval Audit Trail
There was no auditable record of invoice approvals or deferrals, making it difficult to explain billing exceptions to senior management or external auditors during reviews.
Approval Bottlenecks
When approvers were on leave or unavailable, there was no proxy or delegation option, so invoices stalled in the queue and teams missed billing deadlines.
Control Across Geographies
The core challenge was not just automation, but building a secure, governed system that simplified collaboration without weakening organizational control across distributed teams and geographies.
Solution
Ditstek built a role-driven billing management system for invoice workflow automation, giving distributed finance teams bulk data handling, secure access, guided editing, and automated integrations with full auditability and financial accuracy.
Bulk Financial Data Uploads
Users upload hours worked, commissions, and advances in structured formats in a single action, replacing manual spreadsheet consolidation and keeping every monthly billing batch consistent.
Proforma Invoice Automation
Proforma invoice automation handles bulk edits, deferral logic, and volume pricing, so finance teams process complex billing scenarios accurately without rebuilding calculations in separate Excel files.
Azure AD SSO Integration
Azure AD SSO integration gives users frictionless login with their corporate credentials and removes manual user management, reducing administrative overhead and closing gaps in access security.
RBAC Implementation with Delegation
A full RBAC implementation controls permissions across every role, while delegation and proxy access allow invoice approvals to continue when key approvers are on leave or unavailable.
Validated Line-Item Editing
Line items can be edited directly in grids or through guided forms, with real-time validations that catch errors at entry instead of during month-end reconciliation.
OpenAir Integration and Smart Alerts
OpenAir integration ingests invoice status data automatically via FTP feeds, and email alerts with deep links take users straight to the Proforma items needing their action.
Features
Built as professional services billing automation, the platform covers the full Proforma lifecycle, from batch creation and data uploads to review, adjustment, approval, and reporting, with governance and notifications built into every step.
Role Management & Proxy Access
Assign roles from administrators to regional and account leads, test access with a mimic view, and delegate permissions through proxy roles so approvals keep moving.
Invoice Review & Adjustment
Review invoices in editable grids or structured forms and apply write-ups, write-downs, deferrals, and volume charges, with real-time calculations and field validations for audit-ready records.
Invoice Approval Workflow Automation
Track every invoice from New to Processed, with pop-ups for comments and rejections, deep-linked email notifications, and detailed audit logs recording every lifecycle activity for traceability.
Single Sign-On Integration
Users sign in securely through Azure SSO using their corporate login or email, removing separate passwords and eliminating manual user administration for IT and finance teams.
OpenAir & Currency Integration
Invoice states sync automatically from OpenAir FTP feeds, while currency exchange rates are fetched to support accurate billing analytics and consistent global reporting across regions.
Tech Implementation
- Angular
- Microsoft SQL Server
- ASP.NET Core 2.1 APIs
- Azure SSO
- deep links via email
- OpenAir via FTP jobs
- currency exchange rate feeds
- email alerts with deep links
Impact Created
The system streamlines billing and financial processes by automating tasks, enhancing data accuracy, ensuring seamless operations during user absences, and improving visibility and governance across global workflows.
70% Less Manual Consolidation
Replacing spreadsheet workflows with finance workflow automation and automated batch handling cut month-end manual consolidation effort by over 70% across finance, operations, and business teams.
Fewer Data Errors
Structured workflows and real-time validations minimized data entry errors, keeping invoice entries, adjustments, and financial records consistent from the first upload through to final processing.
Uninterrupted Approvals
Invoice approval workflow automation with built-in proxy and delegation kept approvals moving when users were unavailable, removing bottlenecks and the missed deadlines they used to cause.
Full Audit Traceability
Every upload, edit, and approval is now captured in detailed audit logs, so the platform works as audit trail software that gives finance leaders clear answers for auditors.
Stronger Governance & Compliance
Role-based access and transparent workflows enforce strong data governance, aligning global invoice processing with corporate compliance standards and reducing the risk of unauthorized or untracked changes.
Faster Review Cycles
Deep-linked email alerts and automatic OpenAir status syncing shortened review cycles and improved turnaround times, giving teams across geographies a current, shared view of billing status.