The challenge
Invoices depended on commission percentages that changed by provider, course and intake, so no off-the-shelf tool could calculate them. The team tracked them by hand. Getting the percentage right took time, errors slipped through, and unpaid invoices relied on someone remembering to follow up.
What we built
We started with working sessions to map exactly how a commission turned into an invoice. Then we built invoicing on top of EduSync, the custom CRM we had already built to run the business, with a new API (a connection that lets one system pull data from another) that generates invoices from CRM data. Data is captured once, at the right stage, and the system does the arithmetic.
- CRM dataStudent, course and provider details captured at the right stage.
- Commission rulesThe API applies the right percentage automatically.
- SafeguardsChecks flag missing or odd values before anyone sees them.
- Human reviewEverything is pre-loaded on one screen, ready to approve and send.
- Pay onlineEach invoice carries a QR code and a payment link.
- Follow-upUnpaid invoices are chased automatically.
Key features
- Invoices generated from CRM data through a new API
- Commission percentages applied by rule, not by hand
- Checks that catch errors early
- A review step for a person, with the invoice data, client details and email pre-loaded
- QR codes and payment links on every invoice
- Automatic follow-ups on unpaid invoices
Results
Why it matters
A business paid on commission depends on cash flow. Slow, inconsistent or forgotten invoices cost it staff hours and delay the money coming in. The system now does the arithmetic and a person still approves each invoice, so the team works faster and stays in control.