Scalefree – Case Studies – Modern and Automated Billing Management for a German IT Service Provider

About the Client

The client is a leading IT service provider and part of a pan-European IT group. The company guides its clients toward a sovereign and intelligent digital future, with an expanded portfolio ranging from cloud solutions to HR business process outsourcing.

Problem Statement and Challenges

The process was defined by a severe lack of automation, resulting in:

  • Manual and Slow Invoicing: Generating over 1,000 invoices per month for recurring subscriptions, services, and product sales was a manual and extremely time-consuming process.
  • High Error Rate and Rework: The manual effort led to a high error rate, causing numerous credit notes, customer complaints, extensive communication work, and significant manual rework for the service team.
  • Lack of Visibility: There was a bigger lack of visibility into billing data and SEPA mandates for business users and analysts. 
  • Manual Bookkeeping: All revenue postings had to be manually entered into DATEV, a process prone to errors and delays.
  • Limited Reporting: The old solution offered virtually no capabilities for reporting and analysis. This led to data quality issues, and analytics and forecasting were barely possible, requiring significant manual effort in Excel.

The Solution

By implementing the JustOn Billing & Invoice Management App on the Salesforce Platform, executed by Scalefree, our client achieved a fully automated, end-to-end solution for all billing-relevant processes.

The following core components were implemented:

  • Automated Invoicing: Invoices are now generated automatically based on recurring subscriptions (for licenses and consumption) and service billing (based on Salesforce Cases). This includes final data quality control in Salesforce, improved usability for service employees with process automations, and simplified auditability. The system also supports easy handling of invoice templates with detailed itemization of consumption costs billed to their clients. 
  • Centralized SEPA Management: All SEPA mandates are now created and managed directly within Salesforce. This gives business users full control and visibility over critical information in their primary system.
  • Seamless DATEV Integration: A DATEV connector was set up, ensuring that booking records are fully automated in Salesforce and sent directly to the financial accounting software.
  • Process Automation: This includes an automated, multi-stage dunning process to efficiently handle overdue payments, and the use of JustOn’s smart tax rules to ensure compliance and efficiency.
Data Platform Capabilities

Tangible Results for the Client

The JustOn solution implemented by Scalefree has led to a dramatic improvement in the entire billing cycle:

  • Massive Time Savings: The invoicing and sending process is now executed with significant time savings; the overall process is extremely fast.
  • Strong Reduction in Error Rate: The number of incorrect invoices has been significantly reduced, leading to considerably fewer credit notes and lower communication effort for the service team.
  • Central Data Foundation: With all relevant information—master data, subscription details, services, communication, and invoicing—in one system (Salesforce), business users are empowered to manage financial processes themselves.

Advanced Reporting and Forecasting: The client can now leverage Reporting and Analytics directly in Salesforce to gain a deeper understanding of their customers and create more precise forecasts.

Technologies used

Markus Lewandowski Senior Consultant

Markus Lewandowski
Senior Consultant

Phone: +49 511 87989342
Mobile: +49 171 8435221

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