Executive Summary
A scalable billing engine for complex, client-specific pricing
MFABI is a leading third-party logistics (3PL) and e-commerce fulfilment provider specialising in warehouse management, inventory storage, order fulfilment, and shipping. As the organisation’s client base expanded, managing complex service-based billing across multiple customers became increasingly challenging due to varying pricing structures, storage charges, shipping fees, and customised service agreements.
To modernise its billing operations, MFABI worked with KG CRM Solutions to implement an automated billing solution using Google Sheets, Zoho Analytics, Zoho Creator, and Zoho Writer. The solution centralised pricing management, automated service charge calculations, generated detailed billing reports, and produced client-ready invoices — significantly improving billing accuracy, operational efficiency, and customer transparency.
The Challenge
Every client had unique pricing, and every invoice was manual
Before implementing the automated billing solution, MFABI relied heavily on manual billing processes that required data to be extracted from multiple operational systems and consolidated using spreadsheets. Billing staff had to calculate storage charges, receiving fees, shipping costs, pick-and-pack services, promotional activities, and value-added service charges separately for every client.
“Each customer operated under unique pricing agreements with different charging methods based on storage types, product packaging, SKU classifications, shipping methods, and service levels — frequently resulting in billing inconsistencies, calculation errors, duplicate work, and delays.”
Pain Points
- Data spread across multiple disconnected operational systems
- Every charge calculated separately, per client, by hand
- Unique pricing agreements with no standardisation
- Billing inconsistencies, calculation errors, and delays
- Time-consuming manual verification before sending invoices
Requirements
- Centralised system consolidating warehouse and order data
- Flexible pricing framework for client-specific rules
- Automated calculation of every service charge category
- Reports and dashboards to validate billing before invoicing
- Detailed, itemised, professionally formatted invoices
The Solution
A four-layer billing platform, from pricing to polished invoice
KG CRM Solutions designed and implemented a comprehensive billing automation platform using Google Sheets, Zoho Analytics, Zoho Writer, and Zoho Creator — an integrated solution managing the complete billing lifecycle, from centralised pricing definitions through to accurate, client-ready invoices.
Google Sheets — Pricing Repository
Service charges for every category (bin/pallet storage, receiving, shipping, pick-and-pack, promotional, VAS) are maintained centrally, with customised structures adjusting to each client's contract without code changes.
Zoho Analytics — Validation Reports
Detailed reports for every billing category give complete visibility into charges, letting operational teams validate calculations before invoicing and giving management real-time dashboards.
Zoho Creator — Invoice Orchestration
Validated billing information is imported into Zoho Creator, which consolidates all service charges into a single invoice and triggers the document generation workflow.
Zoho Writer — Professional Invoices
Custom invoice templates automatically merge validated billing data into a standardised, branded format with detailed breakdowns of every charge, tax, and total.
Client-Specific Pricing Rules
The flexible pricing framework accommodates each client's billing rules — storage type, packaging, SKU classification, shipping method — without manual intervention.
Itemised Transparency
Every invoice itemises storage, receiving, shipping, pick-and-pack, VAS, promotional charges, taxes, and totals — reducing disputes and building customer confidence.
Implementation
From brief to live platform
One more Happy Client
Results
Faster, more accurate, more transparent billing at scale
The billing automation solution was implemented through a structured, iterative approach. The project began with detailed pricing schemas in Google Sheets, developed separately for each billing category and customised for every client. Once calculations were fully validated, Zoho Creator consolidated the billing data and triggered Zoho Writer to automatically generate professionally formatted invoices.
The completed solution transformed MFABI’s billing operations — eliminating manual calculations, reducing invoice preparation time, improving consistency, and significantly increasing accuracy. By combining Google Sheets for pricing, Zoho Analytics for reporting and validation, Zoho Creator for workflow automation, and Zoho Writer for invoice generation, MFABI established a fully integrated billing platform that streamlined warehouse billing, minimised operational costs, and enhanced the overall customer experience.