Invoice Cycle Reduced from 3 Days to 45 Minutes
A trading company replaced manual Excel quotation workflows with a custom web platform — cutting invoice processing time from 3 days to 45 minutes and eliminating manual payment follow-up entirely.
NCVertex Case Study
Trading & Distribution
International Trading Company
Invoice processing: 3 days → 45 minutes
Manual follow-up: eliminated
Payment collection: +40% faster
Client portal: zero email attachments
Challenge
Quotations were built manually in Excel and emailed as attachments. The finance team spent hours every week chasing payment status by phone and email. There was no version control on quotes, no approval workflow, and no professional client experience. Invoice errors caused disputes and delayed payments.
Solution
We built a custom quotation and invoicing web platform with a structured workflow: sales creates quotes in the system, quotes pass through a configurable approval process, branded PDFs are auto-generated, and invoices are created on approval. An n8n automation layer handles all payment reminders at scheduled intervals — no manual chasing required.
Implementation
Designed the data model around the existing quotation-to-payment lifecycle. Built role-based access for sales, finance, and management. Integrated PDF generation with company branding. Connected n8n for payment reminder sequences. Deployed a client-facing portal for quote acceptance and invoice download. Ran a parallel operation period before full cutover.
Results
Invoice cycle time fell from 3 days to under 45 minutes. The finance team stopped all manual follow-up. Clients receive professionally branded documents and can download invoice history from a portal. Payment collection time improved by 40% in the first quarter.
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