Confidential IT Company (under NDA)

Automated multi-currency billing and contractor invoicing platform

Quick facts

End-to-end automation of contractor payroll and client invoicing based on tracked time
Single source of truth for contractors, clients, projects, and rate configurations
Full integration with Clockify for time tracking
Automated multi-currency conversion and tax calculation
Built with Kotlin, Spring Boot, MongoDB, React, TypeScript, Docker, Kubernetes, Playwright

Client info

The client is a mid-sized IT company that provides software development services to international customers. Operating under NDA, the company collaborates with in-house engineers and a large pool of external contractors across multiple countries. Their business model requires transparent, timely payments to contractors and accurate invoicing to clients, with support for multiple currencies, tax regimes, and contract types.

Challenge

Fragmented contractor information stored in spreadsheets and disparate tools
Manual calculation of contractor payrolls and client invoices based on exported timesheets
Complex rate structures per contractor, client, and project that were hard to maintain and easy to misconfigure
Multi-currency handling and tax calculations done manually, leading to delays and potential errors
Limited visibility into project and client profitability due to scattered data on costs and revenues
High dependency on key individuals to “know the process,” making scaling risky and slow

Solutions

Contractor registry: centralized storage of all contractor attributes (personal details, contact info, addresses, bank accounts, tax IDs, and compliance status)
Rate management: configuration of contractor internal rates and external billable rates per client and per project, with support for different roles and pricing models
Client and project catalog: structured registry of all clients and projects, linked to contractors, rates, and billing rules
Clockify integration: automated import and synchronization of tracked time entries, enriched with project, contractor, and client context
Payroll generation: automatic calculation of contractor payrolls based on internal rates and approved time, with multi-currency support and exportable payment registries
Invoicing engine: generation of client invoices using external rates, time tracked, and agreed billing cycles, with clear breakdowns by project and contractor
Currency and tax engine: automatic conversion using up-to-date exchange rates and calculation of taxes to be paid per contractor and jurisdiction
Expense and profitability tracking: registration of additional expenses and aggregation of all costs and revenues to calculate profitability per project, client, and contractor
Technology & quality: backend in Kotlin and Spring Boot with MongoDB, frontend in React and TypeScript, containerized with Docker and orchestrated on Kubernetes, with automated end-to-end tests using Playwright

Technologies

Docker

Kotlin

Kubernetes

MongoDB

Playwright

React

Spring

Typescript

Business impact

The platform transformed the client’s financial operations around contractors and projects:

Significantly reduced manual effort in preparing payrolls, invoices, and tax reports
Lowered the risk of human error in rate application, currency conversion, and tax calculation
Accelerated the billing cycle, enabling faster payments to contractors and quicker invoicing to clients
Improved transparency and trust with contractors through consistent and timely payrolls
Provided management with clear, up-to-date profitability insights across clients, projects, and individual contractors
Created a scalable foundation for future growth, new engagement models, and additional financial automation features

Team

1 Solution Architect
6 Engineers
3 QA Engineers

Looking to automate billing, contractor payroll, and financial workflows in your organization? Get in touch to discuss how a similar solution can be tailored to your business.

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