Success Story·AI & Technology

FicAition

“AI agency back office, automated end to end.”

1,500% Year 1

ROI

3 weeks

Payback

32,000 (recovered infra + admin time + better engagement decisions)

Annual value

Industry: AI & Technology
Company Size: 6 employees
Package: Starter (1,999)
Timeline: 4 weeks

01 / Challenge

Before OSForBiz

The chaos.

FicAition was struggling with:

01Client retainers and one off engagements tracked across 3 spreadsheets and a Notion board
02AI infrastructure costs (compute, model usage, API spend) charged to clients but reconciled manually
03Recurring monthly invoices for retainers had to be created by hand
04Time and material billing for custom builds had no system
05Cash flow forecast lived in the founder's head

02 / Solution

What we built

The implementation.

OSForBiz implemented ERPNext Starter with focus on subscription billing, project profitability, and AI infrastructure cost tracking. A custom expense category structure routes API and compute costs to the right client engagement automatically.

Modules activated

+CRM & Pipeline+Subscription Billing (retainers)+Project Time Tracking+Accounting

Integrations built

+Email integration+Google Workspace+Custom expense routing for AI infra costs

Workflows automated

+Retainer renewal date. Auto generate monthly invoice on the 1st+AI infra invoice received. Auto split by client tag. Auto charge to project cost+Time logged on a project. Auto bill or auto draw from retainer hours+Client engagement closed. Auto calculate true profit (revenue minus salary cost minus infra cost)

03 / Results

Verified outcomes

The numbers.

Time saved

Monthly invoice generation

3 hours/month → 10 min/month

Automated

AI infra cost reconciliation

4 hours/month → 20 min/month

92% reduction

Project profitability check

Never done → On engagement close

New capability

Accuracy improved

Infra cost charged back

~70% captured → 100% captured

Retainer invoice on time

85% → 100%

Time tracked per project

60% → 95%

Revenue impact

+Recovered ~1,500/month previously absorbed in unbilled AI infra costs+Caught 2 unprofitable engagements that would have continued for 6+ months+Reduced finance admin from 8 hours/week to 1 hour/week

Investment

1,999 (Starter Package setup)

Annual Value

32,000 (recovered infra + admin time + better engagement decisions)

Payback

3 weeks

ROI

1,500% Year 1

What the client says

“We sell automation while running our books on spreadsheets. The mismatch was obvious. OSForBiz set up ERPNext Starter in 4 weeks with a custom routing layer that pushes our AI infrastructure costs (OpenAI, Anthropic, compute) into each client engagement. We can finally see which clients are profitable after their compute bill is paid. Two were net negative. Pricing adjusted within the month.”

FicAition · Founder

04 / Before / after

Every metric

The full comparison.

Metric	Before	After
Monthly Invoicing	3 hours/month	10 min/month
AI Infra Reconciliation	4 hours/month	20 min/month
Profitability Visibility	None	Per engagement
Infra Cost Captured	~70%	100%
Finance Admin	8 hours/week	1 hour/week
Systems Used	Spreadsheets + Notion	1 ERPNext

Fashion Retail

Fashion Retail Brand Multi Channel Operations

Technology Services

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Next step

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