SUMMARY
CASE STUDY OVERVIEW
INDUSTRY
Logistics
COMPANY SIZE
U.S. Enterprise
engagement type
Managed Services
PRIMARY PLATFORM
BillingPlatform
CLIENT BACKGROUND
The client is a direct-to-consumer logistics provider supporting shipping for specialty product businesses. The company delivers services-based logistics, fulfillment, storage, and transportation capabilities for customers with complex billing needs.
Over time, sales and operations teams had created a wide range of billable services, rate sets, and customer-specific billing scenarios. This flexibility helped the business meet customer needs, but it also created a billing environment with significant complexity, custom workarounds, and inherited technical debt.
The Billing Challenges This 3PL Faced After Implementation
The client's billing environment reflected years of custom formula creation, varied rate sets, and complex customer-specific billing needs. By the time Ravus was engaged, the company had already transitioned most of its billing to BillingPlatform and retired the legacy system for those products — but the most complex scenarios remained unresolved. Finance teams were still handling those processes manually through the retiring system, and the initial implementation had left behind a cluttered product catalog with roughly 150 products, many of which were unused.
The client engaged Ravus for a BillingPlatform managed-services engagement to stabilize the platform, complete the remaining billing migration, reduce manual work, and improve invoice clarity.
Several challenges needed to be addressed:
- Manual billing for complex scenarios: Even after the legacy system was mostly retired, finance still needed to handle some billing processes manually through that system, as a mechanism had not been designed in BillingPlatform.
- Inherited implementation gaps: After the original implementation team rolled off, the client identified misunderstandings about requirements and business needs.
- Product catalog clutter: The go-live implementation introduced roughly 150 products, many unused, which added technical debt and made the environment harder to maintain.
- Free Text Invoice complexity: Free Text Invoice billing was identified as the top priority because the existing process did not support the level of control and invoice detail the team needed.
- Limited internal capacity: The client needed to step back from hands-on BillingPlatform work but did not yet have the internal staffing to fully take over platform support.
The goal was not to restart the implementation. It was to stabilize key processes, complete the remaining invoice migration into a single system, improve billing usability, and create a cleaner path for the finance team to operate BillingPlatform with more confidence.
How Ravus Stabilized BillingPlatform and Automated Invoice Billing
Ravus delivered a focused BillingPlatform managed-services engagement centered on Free Text Invoice billing, invoice presentation, document upload support, and implementation cleanup. Rather than restarting the implementation, the work was designed to stabilize what existed, close the gaps that mattered most, and give the finance team a platform they could operate with confidence.
The engagement focused on six core areas:
- Free Text Invoice billing setup: Built a new Free Text Invoice Usage Collector, added supporting collector fields, defined the CSV upload template, and modified the invoice template to accommodate the new flow.
- Invoice template improvements: Re-engineered the invoice template's layout and rendering logic to support the new Free Text Invoice charge structure.
- Subscription products: Added a set of recurring subscription products to bill customers automatically, replacing the manual process inherited from the legacy system.
- Bulk document upload support: Built a Free Text Invoice Document Uploader widget for bulk invoice attachment, including filename-to-invoice matching, batched lookups, and parallel uploads.
- BillingPlatform cleanup: Ran targeted production queries against the product catalog and collector fields to surface unused configuration, then packaged the findings into actionable cleanup tickets.
- Supporting documentation: Enhanced the supporting documentation generated by BillingPlatform to increase clarity of billing details for the customer.
Ravus also documented test scenarios for sandbox validation of the full CSV-to-invoice flow and established a bi-weekly sync cadence with the client to keep scope, timeline, and priorities aligned — creating a repeatable delivery structure that carried through the rest of the engagement.
Results: Automated Billing, Cleaner Catalog, Zero Disruption
The engagement moved the client from a fragmented, partially manual billing environment to a consolidated, automated operation — without disrupting a single active billing flow.
Key outcomes include:
- Dozens of invoices migrated off the legacy system: Free Text Invoice billing is operational, moving dozens of invoices per month out of the retiring legacy system and into an automated BillingPlatform billing cycle.
- Faster, higher-volume invoice distribution: Bulk attachment with smart matching replaced one-at-a-time uploads, supporting up to ~50 documents in a single case — such as complex tax scenarios — that were previously impractical to process individually.
- Manual effort eliminated: Eliminated recurring manual billing work, including the accounting team manually generating ERP invoices and emailing attachments.
- Clearer invoices: Charges now display as individual line items rather than product-level summaries, giving finance teams and invoice recipients direct visibility into billed charges.
- Reduced technical debt: Ravus identified roughly 60 cleanup items across a product catalog where fewer than one in ten products was actively in use, packaging the findings into actionable tickets to retire unused configuration.
- Zero disruption to core flows: Fulfillment, storage, and transportation billing continued operating uninterrupted throughout the engagement.
- Predictable delivery cadence: Bi-weekly status updates and cross-team working sessions established a repeatable structure for ongoing BillingPlatform improvement — and a foundation for continued follow-on work.
Ravus is a RevOps consulting firm specializing in quote-to-cash, billing, and CPQ implementations for B2B companies. We help organizations build, stabilize, and optimize their revenue operations across platforms including BillingPlatform, Nue, Maxio, and Stripe — from initial implementation through ongoing managed services.
Working through a BillingPlatform implementation or billing operations challenge? Let's talk →
BillingPlatform + Ravus: Complete Quote to Cash Transformation
Ravus is a Premier BillingPlatform Implementation Partner helping enterprise teams modernize monetization, unify quote-to-cash, and run billing with confidence.