Integral, a fast-growing early-stage startup, faced inefficiencies in their monthly payment reconciliation and overage check processes. These manual, error-prone tasks consumed days of staff time and risked unnoticed payment discrepancies. At Datify, we delivered an automated solution using advanced algorithms, database enhancements, and a custom dashboard. The result? Significant time savings, flawless overage billing, and a leaner, more efficient operation that allowed Integral to focus on their core mission.

Integral's rapid growth brought complexity to their financial operations, creating a tangled web of inefficiencies: ​ • Overwhelming Volume: With hundreds of clients, monthly reconciliation and transaction overage checks were chaotic, taking one full-time employee (FTE) multiple days to complete. • Payment Tracking Chaos: Reconciling payments required verifying each client's payment frequency (e.g., annual or monthly) and source (e.g., Stripe, wire, crypto). A centralized spreadsheet compounded the issue, with multiple entries per client due to upsells and new contracts, making it nearly impossible to trace payments to the right agreements. • Disconnected Client Orgs: Many clients had multiple organizations, but there was no way to link these to parent entities—critical for accurate, per-organization overage checks. • Error-Prone and Untrackable: The haphazard process left room for unmade payments to slip through unnoticed, threatening revenue integrity. • Resource Strain: For a startup committed to small, efficient teams, the burden was unsustainable—account managers often worked weekends to keep up. Integral needed an automated system to reconcile payments, monitor overages, and bill accurately, freeing their team for mission-critical work.

Our agency crafted a comprehensive, tech-driven solution to transform Integral's financial workflows: ​ • Org Clustering: We deployed a community-detection algorithm to group sibling orgs by analyzing user email access patterns, establishing a clear client-org hierarchy. • Data Cleanup: We consolidated multiple client entries into unified records, eliminating confusion from redundant data. • Smart Linking: Sibling org groups were matched to client names using name similarity algorithms, with manual checks to ensure precision. • Custom Dashboard: Using Retool, we built an intuitive dashboard to oversee payment reconciliation and overage checks across all clients for any month. • Stripe Integration: We connected the dashboard to the Stripe API, enabling one-click verification of payments (covering 90% of transactions) via customer IDs. • Database Enhancements: We added fields to the SQL database to persistently track reconciliation and overage statuses, fully monitorable from the dashboard. • Quota Automation: We identified quota-related fields, wrote SQL queries to assess quotas for all orgs per client, and updated the database—streamlining overage monitoring and billing. The result was a seamless system: with a single button, Integral could reconcile Stripe payments, check overages, and link them to contracts for accurate billing. By partnering with us, Integral turned a chaotic process into a competitive advantage, positioning themselves for scalable growth with a lean, optimized team.