Automated Client Billing and Invoice Generation Platform

The client is a financial services organization operating within the investment and wealth-management sector. The client’s identity is withheld in accordance with confidentiality obligations.
The organization required a controlled digital platform to automate the calculation, generation, approval, distribution, and archiving of client invoices across multiple fee structures.

Status In production since 2024, with ongoing enhancements

Client and Fee Configuration

A Power Apps interface enabled authorised business users to manage billing information:

• Client billing profiles
• Assets-under-management information
• Fee-model selection
• Billing periods and effective dates
• Client-specific invoice requirements
• Group and account relationships
• Address and communication information
• Multilingual address formatting, including Chinese addresses

Configurable Fee Calculation Engine

The calculation engine supported multiple billing arrangements:

• Tiered management fees
• Advisory fees
• Fixed fees
• Retrospective fee calculations
• Group-level fee models
• Assets-under-management-based calculations
• Client-specific calculation rules
• Reusable fee logic across related business applications

The configurable approach allowed the platform to accommodate different contractual arrangements without requiring a separate billing process for each client.

Automated Invoice Generation

Invoices were created automatically using approved business templates:

• Word-template-based document generation
• Automatic population of client and billing information
• Generation of individual and group invoices
• Support for invoice appendices
• Automatic invoice numbering
• Dynamic document and file names
• Multilingual address presentation
• Automated conversion from Word to PDF

Business users could update invoice layouts through Word templates without requiring application-development changes.

Approval Workflow

Power Automate coordinated the invoice-review and approval process:

• Submission of completed invoices for approval
• Email notifications to relationship managers
• Tracking of pending and completed approvals
• Controlled progression from preparation to distribution
• Reduced dependence on manual follow-up
• Consistent approval routing across billing cycles

Invoice Distribution

Approved invoices were distributed through a structured email workflow:

• Automatic preparation of invoice emails
• Delivery to relevant relationship managers
• Distribution to approved client recipients
• Attachment of the completed PDF invoice
• Consistent naming and presentation of invoice documents
• Recorded processing history for each invoice

Centralised Invoice Repository

SharePoint Online provided a central location for invoice records:

• Storage of generated Word and PDF documents
• Structured organisation of invoice files
• Central access to current and historical invoices
• Searchable invoice records
• Action history across the invoice lifecycle
• Improved retrieval for operational and audit purposes

Reusable Billing Components

Core capabilities were designed for reuse across the client’s wider application environment:

• Fee-calculation engine
• Word-template generation
• PDF-conversion process
• Approval workflow
• Invoice numbering
• File-naming logic
• SharePoint document-storage patterns

Because the platform processes confidential client and billing information, control and traceability were incorporated throughout the solution:

• Authorised management of client and fee configurations
• Controlled approval before invoice distribution
• Centralised storage within SharePoint Online
• Action history across invoice generation, approval, and distribution
• Consistent invoice numbering and file-naming controls
• Controlled use of approved Word templates
• Traceable records of generated invoices
• Separation of preparation, approval, and distribution activities
• Microsoft 365-based access and document governance

These controls supported consistent, reviewable, and auditable billing operations.