B2B/ Fintech/ SaaS Case Study: How Did DeskCrateCreate Cut Down Their Billing Reconciliation From 3 Days to 4 Hours?
By: Atish Home Chowdhury
Disclaimer: This is a sample case study written to demonstrate my case study writing capabilities for prospective employers and clients. DeskCrateCreate, HeraPayIN, and all individuals quoted are fictional, and any resemblance to real companies or people is coincidental. With real client data, I can do even better.
Industry: B2B SaaS (Project Management Software)
Company size: ~180 employees
What they used HeraPayIN for: Managing subscriptions and reconciling payments
The Quick Version
Before HeraPayIN, DeskCrateCreate’s accounting team was burning almost a full work week every month just matching payments to invoices by hand. These days, it takes them less than four hours. Books close five days earlier than they used to, and DeskCrateCreate is on track to recover about $40,000 a year in revenue that used to just slip away.
The Problem: Death by Spreadsheet
DeskCrateCreate makes project management software built for mid-sized agencies. The product itself was never the issue — it sold well, customers liked it. The mess was happening one floor down, in finance.
Every month, a two-person team had to manually match every payment that came in against invoices sitting in three different systems: their payment processor, their CRM, and a billing tool that, in George’s words, “everyone loves to hate.”
Whenever something went sideways — a declined card, a duplicate invoice, a payment that didn’t quite match what was owed — someone had to stop, dig through a stack of spreadsheets, and figure out what happened.
“We’re not a huge business — a few hundred active subscriptions, that’s it,” said George Jenset, Head of Finance at DeskCrateCreate. “But add in the manual reconciliation on top of that, and it turns into a nightmare every single month.”
“I had someone on my team who’d basically lose the entire first week of the month to this. It wasn’t difficult work. It was just slow, and it was easy to get wrong.”
And that was really the bigger problem. They were losing money without realizing it. Failed payments slipped through the cracks and quietly turned into churn. There were stretches — sometimes months at a time — where customers were being undercharged and nobody caught it until way later.
What They Tried First
DeskCrateCreate’s first instinct was to build better spreadsheets, then bring on a part-time hire just for reconciliation. Neither one held up. The spreadsheets broke down as payment volume grew, and the part-time hire turned into a single point of failure — if she was out sick, the books simply didn’t close that month.
What they actually needed wasn’t a slightly better workaround. It was something that could take the matching off their plate entirely.
Why They Picked HeraPayIN
George’s team looked at a handful of tools before settling on HeraPayIN, for two reasons mainly.
First, it connected directly to their existing payment processor and billing system, so they weren’t ripping out their whole stack to use it. Second, it didn’t just surface problems — it flagged the mismatch and told them what to do about it.
“A lot of these tools just tell you something’s wrong and leave you to figure out the rest. We wanted something that would log the issue and then point us toward the fix.” – ” George said. –
Getting Set Up
Implementation took about two weeks, most of it spent connecting HeraPayIN to their existing systems and getting historical data uploaded correctly.
DeskCrateCreate didn’t bring in an outside implementation team — they ran it themselves, with HeraPayIN’s team helping out through a few onboarding calls along the way.
The Results
Three months in, here’s where things stand:
- Reconciliation time dropped from nearly a full work week each month to under four hours.
- Books close five days sooner, which gives leadership a much more current view of revenue.
- DeskCrateCreate is on pace to recover roughly $40,000 a year in failed payments that used to just get written off.
- The part-time contractor role got folded back into the regular finance team instead of being reposted.
“It’s not life-changing, but it makes the start of the month feel a lot less dreadful,” George said. “Issues get caught and handled the same day now, instead of sitting there for a week.”
What’s Next
DeskCrateCreate’s now looking at HeraPayIN’s reporting tools, with the idea of giving leadership real-time revenue dashboards instead of the monthly snapshots they used to put together by hand.
Think HeraPayIN could help with your billing? Book a 30-minute discovery call with our team, and we’ll show you how we can help your finance team get hours back and stop revenue from leaking out the side.
Disclaimer: This is a sample case study written to demonstrate my case study writing capabilities for prospective employers and clients. DeskCrateCreate, HeraPayIN, and all individuals quoted are fictional, and any resemblance to real companies or people is coincidental. With real client data, I can do even better.
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