Case Study
A system built around how finance work moved through the salon.
Spa by Kaajal · Beauty salon · London, UK
The business context
Spa by Kaajal needed a better way to handle invoices, receipts, tips, accountant exports, and the decisions around what had been captured or still needed attention.
The work was spread across email, WhatsApp, paper, notebooks, and existing files. The owner needed one place to understand what had come in, what was missing, and what needed action.
The goal was not to force a new way of running the salon. It was to build a system around how the finance work already moved through the business, with clearer status, stronger owner control, and accountant-ready outputs.
What we built
A single finance system that captures invoices, receipts, and tips into one place, with clear status tracking, owner review, and exports the accountant can use.
Invoices
Pulled in from email or uploaded manually with drag and drop, so documents could be handled consistently.
Receipts
Quick photo upload from a phone, so items could be captured close to the moment they happened.
Tips
A simple entry screen to replace informal notes with a clearer record.
Exports
CSV packs for the accountant: invoices, receipts, or tips, separately or together.
Before and after
Images blurred for privacy - layouts reflect the real pain and system we delivered.
Before: fragmented finance records
Multiple files and notes, no single source of truth
After: one clean system Demo data
Everything in one place with clear status tracking, owner review, and accountant-ready exports
Built-in safeguards
- ✓ Documents go straight to secure cloud storage (Google Drive), so nothing sensitive sits on a server
- ✓ Duplicate prevention if the same invoice comes in twice
- ✓ Clear statuses (Captured / Needs info / Approved) so items are easier to review
- ✓ Full record of what came in and when
- ✓ Secure sign-in with locked-down access
Results
Finance admin reduced from around 4 hours weekly to around 30 minutes.
4h → 30 mins
Weekly finance admin time
One
Place to capture and review items
Clearer
View of missing receipts and open items
Delivery
Slice 1 delivered in 4 weeks: invoice ingestion, receipt upload, tips entry, CSV exports, and the core safeguards.
Next slices planned: approval queue with human sign-off, weekly finance pack, reminders for missing items, and connections to accounting and reconciliation tools.
Then moving onto AI assistance in other parts of the business.
Another example
A live booking and operations system for a cookery school, covering bookings, payments, vouchers, customer questions, owner alerts and protected operational controls.
Read the Jas’s School of Spice case study