The €50 that never reached month-end

BrandHub
Finance
2025 to 2026
4 min

This file covers invoicing, from first draft to payment.

READ IN 8 SECONDS

PROBLEM: BrandHub generated the invoices, but 7 in 10 then needed correcting in Exact Online.
DECISION: Flag errors while finance is entering data, without blocking them.
RESULT: 3 in 10. About 80 hours of manual finance work removed each month.

END OF SUMMARY. SCROLL FOR DETAILS ↓

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FILE 01 · BRANDHUB FINANCE

READ IN 8 SECONDS

PROBLEM

BrandHub generated the invoices, but 7 in 10 then needed correcting in Exact Online.

DECISION

Flag errors while finance is entering data, without blocking them.

RESULT

3 in 10. About 80 hours of manual finance work removed each month.

END OF SUMMARY. SCROLL FOR DETAILS ↓

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This is BrandHub (opens in a new tab). 120 resellers run their branded-goods businesses on it: napkins, coasters, cups and uniforms. Every order becomes an invoice.

The revenue list. Each row is an invoice.
BrandHub (opens in a new tab) generated the invoices. Finance then corrected them in Exact Online. Anything unusual was entered in Teamleader or Moneybird, with no sync and an extra subscription.

Made in BrandHubCorrected in ExactExtras in Teamleader

"I check every invoice twice." said Finance (composite character)
7 in 10

invoices required manual correction in Exact Online.

7 out of every 10.
FILE 01 · BRANDHUB FINANCE 04 / 11
I traced one invoice from first draft to final reminder.
1. Draft
2. Review
3. Booked
4. Unpaid
5. Partial
6. Paid
7. Credit note
Each state has its own rules, buttons and emails. The specification is 74 pages long.
Your turn

An invoice line is €50 higher than its order line. What should the system do?

Choose an option before you continue.
A. Block saving
B. Show a warning with the calculation and let finance decide my pick
C. Correct it at month-end

B. Finance often knows something the system does not. Blocking them only moves the work into email. Backdated invoices are treated the same way: a warning, not a block.

Principle 01

Catch it at the point of entry

Warn while the person still remembers why the number is unusual.
Nothing is booked until finance has seen it exactly as the customer will. Booking assigns an official number, locks the invoice and sends it to Exact. If Exact rejects it, the system retries.

Principle 02

Preview the final document before it is committed

The review screen is the invoice the customer gets, not a form about it.
Then payment: a QR code on every invoice, direct debit for customers who choose it, and a reminder schedule that finance can read at a glance.

5 of 8 reminders sent, all on one line
Guess the number
After release, how many of every 10 invoices needed manual correction?
your guess: 5

Make your best estimate.
RECEIPT · BRANDHUB FINANCE
INVOICES + CREDIT NOTES / MO
3,000+
MANUAL FIXES
7/10 → 3/10
FINANCE HOURS / MO
~80 SAVED
TOOLS RETIRED
2
SPLIT + PARTIAL INVOICES
SUPPORTED
SAVES BLOCKED
0
STATUS SHIPPED

From 7 in 10 to 3 in 10.
That concludes this file. The key lesson: warn people while they can still fix the problem.

What I'd do next

Partial invoicing remains the hardest screen to read. Before adding anything new, I would observe three finance users working with it.

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