Case Studies
A sports-tech startup processing thousands of bookings per month
case study
A sports-tech startup processing thousands of bookings per month
With over 10,000 bookings per month, a "per-document" accounting model was burning through the budget. We implemented a fully automated workflow that integrates sales data directly into the ERP. The result? Costs are now completely decoupled from business scale, and errors have been eliminated.
10,000+
Monthly bookings processed in the system
100%
Automated data export directly to the ERP system
Fixed cost
For accounting services, regardless of the increase in invoice volume
Client profile
SportTech industry and booking automation
Our client is an innovative Polish tech company that develops a booking system for sports facilities (including squash courts, soccer fields, and fitness studios). The platform fully automates the booking process, replacing traditional reception desks and integrating online payments directly. Its primary users are sports clubs and facilities across Poland, which use the software to increase operational efficiency and improve user satisfaction.
Business challenge
High accounting costs for mass transactions
The platform processes tens of thousands of bookings per month. Although most are private transactions (receipts), a growing number of users choose to receive a VAT invoice, with the system provider acting as the seller. As a result, the number of invoices fluctuates between several hundred and several thousand per month. In a traditional accounting firm model (billed "per document"), this generated disproportionately high accounting costs relative to revenue, creating a significant operational and financial burden for the company.
Solution
Semi-automated data import to the ERP system
Besides Finance experts developed and implemented a dedicated accounting workflow based on mass sales reports and bank statements. We prepared a set of spreadsheets that semi-automatically generate aggregate reports ready for direct import into the client's ERP system—regardless of how many invoices are generated in a given month. This enabled the implementation of a modern online accounting collaboration model that completely decouples fees from the number of documents issued.
Benefits
Scalable IT accounting
The solution we implemented not only enabled fast and fully efficient settlement of the client's thousands of financial transactions each month, but most importantly, it protected the tech company from uncontrolled increases in accounting costs. Thanks to our innovative approach to data import, the company's budget is shielded from rising accounting fees, even if the business continues to scale dynamically and the number of documents issued increases significantly in the future. This makes financial management predictable, secure, and fully tailored to the needs of a growing IT company.