How Ledgerline works

The 5 paths

1. 1

   Usage comes in

   The usage sync loads one day at a time, for each account and SKU, and the vendors' counts for the same days. An admin starts a load with Refresh now, which loads today and the two days before it. The sync also has a route that a scheduler can call once a day. The demo has no scheduler.

2. 2

   Your team changes prices

   Admins and editors set a price for each account and SKU: flat, graduated, whole-volume slab, or a bundle of SKUs. Each price has an effective-from date, so earlier usage keeps the price it had. Vendor costs are for admins only. The server checks the person's role before each change, and writes the change, with its old and new values, to the audit log.

3. 3

   Revenue and margin are worked out when you read them

   Ledgerline does not store revenue. When a page asks for it, the revenue calculation prices the usage with the price in effect on each date, and subtracts vendor cost to give margin. Usage with no price is flagged. After a price change or a new load of usage, Ledgerline clears its cached figures, so pages show the new numbers. The reconciliation page compares your usage counts with each vendor's, day by day.

4. 4

   Usage becomes an invoice

   A draft invoice for an account and billing period comes from the period's priced usage and its approved manual entries. Usage with no price is flagged and left out. Finalizing stores the invoice and its lines with a number, so a later price change does not change a finalized invoice. Each invoice exports as PDF or CSV.

5. 5

   Alerts list what changed

   After usage loads, a daily check compares each account's usage with the average for the same weekday over the previous four weeks. It flags drops in volume, spikes in failures, new SKUs and unpriced usage, and it also lists good news. Admins and editors see the alerts in the app.

The parts

Usage source

Where usage comes from: one row per account, SKU and day, with its counts. In the demo, usage is generated from the existing accounts and SKUs.

Vendors

The providers whose services you resell. Their usage counts load for each day, so you can compare them with yours. In the demo, they are generated from your own usage.

Usage sync

Loads usage for one date at a time. It replaces that date's rows in one transaction, so loading a date again gives the same result. It matches each row to a SKU by the SKU's code, and holds a row with an unknown code for review.

Database

One database holds usage, prices and bundles, vendor costs, manual entries, invoices, and an audit log of each change.

Revenue calculation

Prices each day's usage with the price in effect on that date, and subtracts vendor cost to give margin, for each account and SKU. Graduated and slab prices are worked out over the whole billing period.

Invoices

Builds a draft invoice for each account and billing period. Finalizing stores the invoice and its lines with a number. Each invoice exports as PDF or CSV.

Alerts

A daily check that compares each account's usage with its recent baseline and lists what changed.

Your team

People use Ledgerline in a web browser. Admins can change everything. Editors can change prices and manual entries. Members can only read.