VE-PROjekt - Internal Billing Management System
Building a custom billing and invoice management system to streamline VE-PROjekt's project financials.
The Challenge
VE-PROjekt is a boutique engineering consultancy handling complex infrastructure projects. With multiple ongoing projects, each with different billing structures, milestones, and payment schedules, their financial management was becoming a nightmare.
Their team was using spreadsheets and manual tracking to manage invoices, payments, and project budgets. This was time-consuming, error-prone, and made it impossible to get a real-time view of the company's financial health.
Key problems:
- Spreadsheet-based invoice tracking across dozens of projects
- No visibility into outstanding payments and cash flow
- Manual monthly reporting taking days of accounting time
- Milestone billing for construction projects was hard to track
Our Approach
Day 1-2: Discovery
We sat with VE-PROjekt's finance team and project managers. We mapped out their entire billing workflow — from project kickoff to final payment collection.
The complexity was clear: each project had different payment terms (milestone-based, monthly retainers, hourly), multiple stakeholders, and various approval workflows.
Day 3-4: Architecture
We designed a project-centric billing system:
- Project dashboard with budget vs. actuals
- Invoice generator with customizable templates
- Payment tracking with automatic reminders
- Role-based access for project managers and accounting
- Export to accounting software (CSV/XML)
Day 5-7: Development
Built the system with Next.js and Supabase:
- Real-time dashboard with financial KPIs
- Invoice creation with line items and tax calculations
- Automated payment reminder emails
- Multi-currency support for international projects
- PDF generation for professional invoices
Day 8-9: Polish
Tested with historical project data to ensure calculations matched their existing records. Fine-tuned the reporting views based on accountant feedback.
Day 10: Launch
Deployed and migrated existing project data. Trained the team on the new workflow.
The Results
The billing system transformed VE-PROjekt's financial operations:
- Invoice processing reduced from 2 hours to 15 minutes — templates and automation
- Automated payment tracking — no more chasing spreadsheets for outstanding invoices
- Instant monthly reporting — real-time dashboards replaced 3-day reporting cycles
Client Testimonial
"GALOR helped us modernize VE-PROjekt's digital presence. Professional team, clear communication, and they delivered everything as promised." — Peter Globačnik, Owner & CEO, VE-PROjekt
Key Takeaways
- Start with the workflow — understanding their existing process was key to building the right solution
- Internal tools need to be fast — staff use these daily, so every second of UX friction multiplies
- Data migration is critical — importing historical data made adoption immediate