Case Study

Spa by Kaajal

Beauty salon · London, UK

The problem

Finance admin was eating up around 4 hours every week. Invoices were buried in email. Receipts were scattered across inboxes, WhatsApp, and paper. Tips were tracked in notebooks with no clear system.

Missing receipts were a constant headache—there was no quick way to see what was due or what was missing until the accountant asked.

Beyond the time cost, the lack of visibility created constant stress. The owner needed one place to capture everything—without spending hours chasing paperwork.

What we built

A single Finance Admin Panel that captures invoices, receipts, and tips into one workflow—with clear status tracking and accountant-ready exports.

Invoices

Pulled in automatically from email, or uploaded manually with drag and drop. No forwarding, no downloading, no chasing.

Receipts

Quick photo upload from your phone. Captured in seconds, not minutes.

Tips

Simple entry screen—what used to be a messy notebook is now a few taps.

Exports

One-click CSV packs for the accountant: invoices, receipts, or tips—separately or all together.

Before & After

Images blurred for privacy - layouts reflect the real pain & system we delivered.

Before: Scattered spreadsheets

Multiple spreadsheets, colour-coded chaos, no single source of truth

After: One clean system Demo data

Everything in one place with clear status tracking and one-click exports

Built-in safeguards

✓ Documents go straight to secure cloud storage (Google Drive)—nothing sensitive sits on a server
✓ Duplicate prevention—if the same invoice comes in twice, it won't create a second entry
✓ Clear workflow statuses (Captured / Needs info / Approved) so nothing falls through the cracks
✓ Full record of what came in and when
✓ Secure sign-in with locked-down access

Results

4h → 30 mins

Weekly finance admin time

100%

Capture into one queue

Fewer

Missing receipts

Delivery

Slice 1 delivered in 4 weeks: invoice ingestion, receipt upload, tips entry, CSV exports, and all safeguards.

Next slices planned: approval queue with human sign-off, weekly finance pack dashboard, automated reminders for missing items, connecting to Xero, card machine and bank for reconciliation.

Then moving onto AI assistance in other parts of the business.

Want a system like this for your business?

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