Vendor Management & Compliance Automation
Vendor Management & Compliance Automation
The Client
Agency with recurring and project revenue; founder plus account managers; fractional finance support; internal database and shared spreadsheets
Key Outcomes
Hours per year reclaimed from founder and team reporting
%
Reduction in month end reconciliation time
%
ROI in first year
The Problem
The founder was the only reliable source of revenue truth. A manual spreadsheet tracked every account, every expected payment, and every mid month change. It worked only because the founder lived in it for hours each day. Account managers could not see portfolio performance without asking for updates.
Finance could not trust one place for current numbers. Forecasts existed as snapshots of yesterday. The team needed real time revenue health by account and by owner, with fewer manual touches and a clear path to accurate forecasts.
The Problem
Constraints We Faced
Revenue spread across CRM, invoicing, time tracking, and project tools
Frequent one off adjustments and timing shifts that break simple formulas
Different views required for account managers and leadership
Minimal disruption to how the team works day to day
Revenue spread across CRM, invoicing, time tracking, and project tools
Frequent one off adjustments and timing shifts that break simple formulas
Different views required for account managers and leadership
Minimal disruption to how the team works day to day
What We Built
A Revenue Hub for unified data, automated updates, and proactive reporting
What We Built
A Revenue Hub for unified data, automated updates, and proactive reporting
Single source of revenue truth
Accounts, services, contracts, rates, invoices, and collections tracked in one place with ownership, effective dates, and version history. Existing systems remain in use, but the Hub becomes the authoritative layer and the source for all reporting.
Automated ingestion and reconciliation
Connectors pull changes from CRM, invoicing, time entries, and calendar events into the Hub. A rules engine aligns records, flags timing mismatches, and proposes corrections. Month end reports generate with a click.
Forecasting and portfolio views
Forward looking views by account and by account manager show expected revenue against goals for the next 60 to 90 days. Trend lines and variance drivers explain what changed since last week and why.
Daily and weekly executive reporting
Daily snapshots show revenue added, revenue at risk, and collection status. Weekly rollups compare actuals to forecast and highlight which portfolios need attention.
Ops Navigator for ask and act
Ask plain language questions like What did we add this week, Which accounts are off target, or Why did forecast drop for Account A. Approve smart cards to send nudges, adjust targets, or open follow ups for owners. All actions are logged.
Timeline
8 months from discovery to org wide rollout with 30 to 45 days of hypercare
Timeline
Stakeholder alignment; data inventory and mapping; schema draft; key decisions and success metrics
Connector plan; security and access controls; baseline dashboards; legal and policy review
Ingestion and reconciliation pilot for two account managers; daily and weekly reports live
Forecasting engine live with goals and variance explanations; portfolio views
Conversation and action layer enabled for questions and smart approvals; training and change management
Expand pilot to broader teams; performance tuning; finalize SOPs and runbooks
Org wide rollout; month end cutover; team enablement and documentation
Hypercare, prompt and template tuning; enhancement backlog planning
Results
The founder no longer spends hours every day maintaining a spreadsheet. Account managers see portfolio performance and progress to goals without asking for updates. Finance reconciles month end in half the time. Forecast accuracy lands within 5 to 10 percent, and weekly reviews focus on actions instead of collecting numbers.
Security Governance
Role based permissions by view and by portfolio. Least privilege tokens for data ingestion. Source documents remain in client systems. The Hub stores structured records and audit history. All report outputs are timestamped and reproducible.
Security Governance
Want revenue clarity without living in a spreadsheet?
Want revenue clarity without living in a spreadsheet?
