Cask
An internal operations platform for a beverage distributor — inventory, customer accounts and statements, expense tracking, and automated direct debit collection.
The Challenge
Cask International's operations were spread across manual processes — customer statements, credit notes, and employee expenses tracked outside one system, and invoices collected through manual bank transfers, chasing payment and reconciling by hand.
Replacing Manual Admin With One Connected System
A beverage distributor's back office runs on statements, credit notes, and chasing payment — work that scales badly by hand. Cask's platform brings inventory, customer accounts, and finance into one system instead of three.
Customer Accounts, Statements, and Credit
Each customer's purchase history, payment history, and outstanding balance live in one structured record. Monthly statements generate automatically and go out by email, with credit notes applied directly against the account rather than tracked separately.
Expense Tracking With Real Controls
Employees submit expenses — type, amount, receipt — against categories like Travel, Fuel, or Office, each with a monthly spending limit. Admins get a dashboard of pending approvals with a full audit trail, plus automated month-end reports on spend by employee and category.
Direct Debit, Reconciled Automatically
Customers opt into a direct debit mandate once; from there, invoices are collected automatically on their due date, with payment status synced back to the customer's account and statements — no manual reconciliation. Failed payments retry on the provider's schedule, and only the retry fee (not the standard transaction fee) gets passed on to the customer.
Our Solution
We upgraded Cask's platform into a connected system: an admin dashboard with sales and inventory visibility, structured customer accounts with automated statement generation, an expense tracking module with approval workflows and spending limits, and direct debit integration so customer invoices are collected and reconciled automatically.
Tech Stack
Results
- Customer statements generate automatically on a monthly cycle and email directly to customers
- Direct debit collects against outstanding invoices on the agreed due date, reconciling automatically with no manual entry
- Employee expense submissions route through an approval workflow with per-employee monthly spending limits
- Failed direct debit payments are automatically flagged and retried, with the fee billed on the next invoice — not passed on for successful payments