Headline outcome
14 → 6 days
Month-end close time, before / after
Case study · F&B · 3 outlets · ~S$2.4M revenue
From 14-day close to 6-day close on a café group.
What it takes
Close timeline depends heavily on operator discipline — chasing receipts on time, doing stock-takes consistently. Software alone wouldn't get to 6 days. The combination of redesign + AI agents + reviewer + operator buy-in does.
Challenge
- Three different POS systems inherited from previous tenants
- Books two months behind, manual P&L in Excel
- Receipts living in WhatsApp groups and paper folders
- Owner couldn't answer 'which outlet is profitable' without an hour of digging
What we did
- Standardised POS across outlets
- Migrated to Xero, redesigned chart of accounts by outlet × category
- Wired DBS + OCBC bank feeds
- Layered Aspire for expense flows, vendor payments, approvals
- Deployed the Receipt Catcher (WhatsApp + email + photo) and the Close Captain
- Built an owner dashboard: cash, revenue by outlet, COGS, labour, exceptions
Outcome
- Month-end close: ~14 days → ~6 days
- Outlet-level P&L produced monthly, on the same day every month
- Manager admin time on receipts and approvals dropped meaningfully
- Underperforming outlet surfaced in week 3, addressed by week 8
More cases
Other operations, same approach.
Retail · D2C + retail · 1 outlet
4 channels reconciled by Day 3
Reconciling 4 sales channels into one P&L.
Read the case →
Services · ~25 headcount
Admin: 11 → 3 hrs / week
Manager admin down from 11 hours to 3 hours a week.
Read the case →
F&B · Pre-launch incorporation
Books, banking, dashboard on opening day
Launching with the stack already in place.
Read the case →
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