Professional Services Client (NDA)
40% increase in revenue recovery
for a professional services firm with 120+ clients
Client overview
Our client is a professional services firm employing 40+ staff and delivering specialised corporate services to more than 120 corporate clients. The organisation operates across multiple industries including finance, banking, retail, and other enterprise sectors, supporting clients both locally and in international markets.
The company delivers a combination of retainer-based services, SLA-driven engagements, and project work, requiring strong operational visibility across service levels, client utilisation, and billing outputs.
As the client base expanded, the organisation needed a reliable operational system capable of translating workforce activity into structured billing outputs while maintaining transparency across service levels and client reporting.
The challenge
Growth exposed structural inefficiencies in how operational work translated into billing and financial visibility.
Disconnected Timesheets and Billing
Employee timesheets were recorded in TimeCamp, while billing calculations were maintained separately in Excel spreadsheets. Translating approved hours into accurate client invoices required extensive manual reconciliation.
Revenue Leakage from SLA Overages
Clients operated on annual or monthly prepaid service hours with defined overage rates. Because TimeCamp could not apply service caps or automatically calculate billable overages, additional work frequently went unbilled.
Limited Operational Reconciliation
Reconciling time worked, service caps, and invoicing required manual checks across multiple spreadsheets. As the number of clients increased, maintaining billing accuracy became increasingly difficult.
Lack of Client Transparency
Generating clear reports on SLA consumption, remaining hours, and overage charges required manual preparation. This limited transparency for both leadership and clients.
The solution
Bullshark engineered a custom operational system internally known as Jollysea to automate SLA tracking, billing calculations, and client reporting.
The platform connects timesheet ingestion, service level tracking, and financial outputs into a unified operational system that ensures every hour worked is accounted for and translated into billing where applicable.
Automated Timesheet Ingestion
- Timesheet records are automatically ingested from TimeCamp through a structured integration layer, eliminating manual exports and spreadsheet consolidation.
- Approved hours are validated and structured within the operational data model, creating a reliable dataset for SLA tracking, billing calculations, and financial reporting.
SLA Billing Logic Engine
- The platform applies structured SLA rules to track prepaid service hours, usage limits, and defined overage rates for each client agreement.
- When usage exceeds contracted limits, the system automatically calculates billable overages and prepares invoice-ready billing data.
Margin and Revenue Visibility
- Operational data is aggregated into a unified dashboard providing real-time visibility into client utilisation, SLA consumption, and chargeable overages.
- System-wide filters allow leadership to quickly detect overages, unallocated hours, or work performed without an agreement in place.
Automated Billing and Client Reporting
- The platform automatically generates monthly usage reports, SLA consumption summaries, and chargeable overage calculations.
- Billing outputs are pushed directly to Xero, generating draft invoices while supporting PDF and CSV exports for client reporting and financial reconciliation.
TimeCamp (Timesheets)
Approved Hours + Project/Client Allocation
Client Agreements (SLA Rules)
Prepaid Hours + Overage Rates + Billing Terms
Previously: Excel billing & manual reconciliation
Operational Billing Platform
Jollysea
Timesheet Ingestion & Validation
Normalises hours and validates allocations.
SLA Billing Logic Engine
Applies caps, detects overages, calculates chargeable amounts.
Margin & Revenue Visibility Dashboard
Live utilisation, SLA consumption, overages, unallocated hours
Reporting & Exports
Monthly usage reports + SLA breakdowns (PDF/CSV).
Microsoft SSO for Secure Login via Corporate Accounts
RBAC Permission Levels for Managers and Support Agents
Output
Xero (Draft Invoices)
Invoice-ready line items + coverages pushed automatically
Client Reporting Pack
SLA consumption + usage + overage totals (PDF/CSV)
40% revenue recovered
40 hours/month saved
Improved cash flow
Client transparency
The outcome
By replacing fragmented spreadsheets with a structured operational billing platform, the organisation gained full control over SLA usage, billing accuracy, and financial visibility. The system transformed how operational activity translated into revenue, protecting previously lost income while significantly reducing administrative workload.
40% Revenue Recovery
Automated SLA tracking and billing logic recovered more than 40% of revenue previously lost due to unbilled service overages.
Automated Billing Operations
Timesheet-to-billing automation eliminates manual reconciliation and saves approximately 40 hours of finance administration per month.
Improved Cash Flow and Profitability
Accurate overage billing and faster invoice preparation significantly improved cash flow predictability and contract profitability.
Transparent Client Reporting
Automated SLA consumption reports provide clients with clear visibility into service usage, remaining hours, and chargeable overages.
