Fullstack Advisory streamlines software billing for 300+ clients

Before Rechargly, Fullstack Advisory managed software disbursements across multiple vendors using spreadsheets, CSV reconciliation, and manual proposal updates.

With 300+ clients and a growing tech stack, reconciling invoices and tracking subscription changes had become time-consuming. Each month required manual effort to ensure charges were accurate, proposals were updated, and clients were billed correctly.

Since implementing Rechargly, the firm has automated reconciliation, removed spreadsheets, and introduced a more scalable billing workflow. The team has reduced admin time, recovered missed revenue, and improved transparency across all client billing.

The result is a more efficient process that supports growth without increasing operational overhead.

At-a-glance stats

• Firm size: 300+ clients
• Location: Australia
• Client type: SMEs and growing businesses
• Core systems: Xero, Stripe
• Key outcome: Automated reconciliation and scalable billing workflow
• Efficiency gain: 2.2 hours saved per month on admin

Before: What life looked like pre-change

Context

Fullstack Advisory is a rapidly expanding accounting firm based in Australia, supporting over 300 clients with modern accounting services.

As COO, Tanya oversees operations across the firm. As the business grew, so did the complexity of managing software disbursements across multiple vendors.

Tracking, reconciling, and updating billing for these subscriptions became a recurring operational task that consumed valuable time.

Old workflow

Software disbursements were managed manually each month. The process typically involved:

• Downloading vendor invoices and CSV files
• Reconciling charges in spreadsheets
• Highlighting and tracking changes manually
• Updating client proposals when subscriptions changed
• Adjusting invoices to reflect updated pricing

This process required ongoing attention and was heavily reliant on spreadsheets.

Where the process broke down

Spreadsheet reliance limited scalability

All reconciliation was handled in spreadsheets, which meant:

• Data had to be manually updated and maintained
• Changes were tracked manually
• There was no centralised system of record

As the number of clients increased, the process became harder to manage.

Manual reconciliation consumed time

Each month required reviewing invoices and CSV files line by line. This involved:

• Comparing vendor charges against internal records
• Identifying pricing changes
• Updating spreadsheets accordingly

This was a repetitive task that added little strategic value.

Proposal updates and billing inconsistencies

When client subscriptions changed, proposals needed to be updated manually. This created:

• Additional admin work
• Risk of inconsistencies across clients
• Delays in reflecting pricing changes in billing

Without automation, maintaining accuracy across 300+ clients was difficult.

The trigger

As the firm continued to grow, it became clear the existing process would not scale. The reliance on spreadsheets and manual reconciliation created unnecessary workload and increased the risk of errors.

The team needed a way to automate reconciliation, standardise updates, and manage billing more efficiently.

During: How the firm made the change

Implementation

Rechargly was introduced to automate reconciliation and remove the need for spreadsheets.

By setting up forwarding rules, vendor invoices and CSV data are automatically imported into the system. This allows charges to be processed without manual handling.

This removed the need to maintain and update reconciliation spreadsheets each month.

Automating reconciliation

Rechargly replaces the manual comparison of invoices and CSV files.

• Charges are imported automatically
• Data is matched and processed within the system
• No manual reconciliation is required

This significantly reduces the time spent on monthly billing tasks.

Automating proposal updates

When subscription changes occur, Rechargly updates client pricing automatically.

• Proposal updates no longer require manual edits
• Pricing changes are applied consistently
• All client accounts remain aligned

This removes a key source of admin and potential errors.

Scaling client communication

Rechargly also improves how billing changes are communicated to clients.

• Clients are notified of pricing changes automatically
• Invoices include clear breakdowns of charges per vendor
• Communication is consistent across all clients

This reduces confusion and improves transparency.

Integration with existing systems

Rechargly integrates directly with Fullstack Advisory’s core systems, including Xero and Stripe.

• Invoices are created within Xero
• Payments are processed through Stripe
• Reconciliation flows through the existing accounting system

This creates a seamless billing process without adding new complexity.

The new playbook

The updated workflow is simple and scalable:

• Vendor charges are imported automatically
• Rechargly processes and assigns charges
• Proposals are updated automatically when needed
• Invoices are generated and reconciled through Xero and Stripe

The process no longer depends on spreadsheets or manual checks.

After: Results + proof

What changed (Before to After)

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Day-to-day impact

The team no longer spends time reconciling CSV files or maintaining spreadsheets.

Instead, billing runs automatically in the background. Subscription changes are reflected without manual input, and proposals remain up to date without additional work.

Operational workload has reduced, and the process is no longer a bottleneck.

Business impact

The improvements have delivered both efficiency and financial gains:

• 2.2 hours saved in admin time each month
• $3.82K recovered from previously unbilled software costs
• Accurate billing across 300+ clients
• Improved transparency and consistency

The firm now has a system that supports growth without increasing admin overhead.

Bottom line

Fullstack Advisory replaced a manual, spreadsheet-driven process with an automated and scalable billing system. By removing reconciliation work and automating proposal updates, the firm reduced admin time, improved billing accuracy, and delivered a more transparent experience for clients as it continues to grow.