The entire billing process, fully automated
A freelance health trainer automated his entire billing workflow — invoices, travel expenses and email dispatch, all at the push of a button.
By Oliver Bührer | May 2025
€15–20k
estimated annual savings
~95%
less manual effort
Per billing cycle
Manual
Before
Automatic
After
More training, less admin
The client is a freelance health trainer. Every month he’d spend 2–3 full working days on admin alone: pulling bookings together, typing invoices, calculating travel expenses, sending PDFs.
In 2–3 months, SimplifieD Solutions delivered a tailored solution: a Power App for day-to-day capture, an automated backend for invoices, and GPS-based travel-expense documentation.
Four month-end admin headaches
Tracking bookings down
Which client was trained when? Piecing it all together from notes and Excel.
Typing each invoice by hand
A custom Word invoice per client — with the right number, VAT, banking details and line items.
Calculating travel costs manually
Documenting every trip for the tax office. With multiple clients a day, routing it all by hand was complex.
2–3 days lost every month
Pure admin — no training, no revenue. Every admin hour was lost income.
How the billing system works
Captures sessions on mobile right after training
Power App on the phone: pick the client, enter session type and date — the price is pre-filled automatically.
Generates all invoices with one click
One click at month end: all invoices as PDFs with logo, line items, VAT and banking — filed neatly in OneDrive.
Calculates travel expenses via GPS routing
Exact routing via Azure Maps: from home to the first client, on to the next, and back. Finished PDF for the tax office.
Sends every invoice by email automatically
A second click: personalised emails with the right PDF attached to each client — with a success report.
Stores everything neatly in OneDrive
Invoices, Excel summaries and travel PDFs are automatically sorted by month in OneDrive.
Before vs. after
| Metric | Before | After |
|---|---|---|
| Time per month | 2–3 full working days (16–24h) | Under 1 hour |
| Invoice creation | Typing each one in Word | All automated, one click |
| Travel costs | Manually estimated/calculated | GPS-based, ready-for-tax PDF |
| Invoice dispatch | One-by-one by email | All at once, automatic |
| Document storage | Personal folders, unstructured | Automatic in OneDrive, sorted by month |
| Error rate | Typos, math errors, forgotten clients | Near zero |
192–288h
per year spent training instead of on admin
€15–20k
estimated annual savings
“Every month I used to spend two or three days just writing invoices and adding up kilometres. Now I press a button in the evening and everything is done by morning. That’s not just time saved — it’s a completely different way of living.”
— Management
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“I’ll take the time personally.”
Oliver Bührer
Managing Director
