Invoicing Tool for Fund Manager

We developed a bespoke invoicing tool that automates quarterly billing across a complex group structure, replacing a slow, error-prone manual process built on disparate Excel and Word templates. The solution centralises master data, automates charge allocation and VAT treatment, and produces approved PDF invoices from sophisticated Excel templates to deliver faster, more accurate billing and a clear audit trail. THE CHALLENGE Quarterly billing required manual consolidation of management fees, service charges, rent and salary allocations across multiple legal entities and funds. The process relied on many unrelated spreadsheets and documents, which made it time consuming, inconsistent and vulnerable to human error. The client needed a reliable, auditable system that could scale with the group and integrate with existing accounting systems. OUR SOLUTION What we delivered A secure, role-based invoicing tool with two user roles, Admin and Standard, that centralises and maintains master data including organisations, customers, service fees, charge categories, VAT codes, expense types, charge splits, projects and country rules. The tool automates splitting of charges and expenses across customers with default percentages and allows manual overrides. It supports complex VAT rules, creates credit notes linked to prior invoices, and imports rechargeable expenses directly from SAGE. KEY FEATURES Role-based access: Admin and Standard roles for controlled data management and approvals. Central master data: Excel tables used as the initial database for master records and invoice data, with a clear migration path to cloud SQL. Automated charge splitting: Automatic allocation across entities with manual overwrite of default split percentages. SAGE integration: Interface to load rechargeable expenses from the accounting ledger. Credit note creation: Generate credit notes tied to previous invoices for accurate adjustments. PDF invoice generation: Excel-based templates produce professional PDF invoices automatically after approval. Monitoring and auditability: Full invoice monitoring and traceable change history for compliance and review. BENEFITS AND OUTCOMES Significant time savings through automation of repetitive tasks. Reduced errors and stronger controls by removing manual consolidation and inconsistent templates. Improved compliance and VAT handling with configurable VAT rules and audit-ready records. Scalable architecture that starts in Excel VBA and can migrate to cloud-based SQL for enterprise deployment. Better financial visibility with integrated expense imports and centralised invoice monitoring. NEXT STEPS Engage with us If you want to eliminate manual billing bottlenecks and secure a scalable, auditable invoicing process, we will prepare a tailored project brief and a no-obligation roadmap. Contact us to schedule a short discovery call and receive a customised proposal outlining scope, timeline and expected ROI.