Financial performance and consulting management platform
Financial performance and consulting management platform
The client runs a financial consulting platform that supports businesses in tracking performance, managing client sessions, and handling reporting. While the business model was clear and functional, the underlying technology was not aligned to support these operations effectively.
Before approaching Mallow, the client had engaged with another external development team. Despite spending time and budget, there was no meaningful progress. The product lacked working features, clear outcomes, and any tangible delivery.
When Mallow stepped in, the need was straightforward. The client required a platform that could support real consulting workflows. After assessing the existing setup, the team focused on rebuilding the system properly from the ground up.
2024 – Ongoing
Web application
Financial consulting SaaS
performance reviews automated for faster, consistent delivery
end-user emails fully automated with zero manual effort
Key challenges and how we solved them
What was the client’s key challenge
Agenda creation automated with AI
95% efficiency gain
Eliminates manual preparation by generating structured agendas instantly, enabling consultants to focus on value.
What was our approach
We began by assessing the existing tools, workflows, and manual dependencies to identify gaps and cost drivers. Instead of patching issues, we focused on building a strong foundation. The backend architecture was established first, including worker processes, background jobs, and a structured Rails setup to support scalable automation.
We replaced fragmented tools with purpose-built functionality aligned to the client’s workflow. QuickBooks integration was automated into a complete reporting pipeline, while SendGrid enabled structured, fully automated email delivery. AI-driven agenda creation reduced consultant effort, allowing teams to focus on client sessions rather than preparation.
Key functionalities delivered in the project
01
Automated performance reporting
The client initiates the process. The system retrieves the relevant QuickBooks data, runs the calculations, generates the report, and delivers it. No manual handling at any point in the chain.
02
QuickBooks online integration
A direct, live connection to QuickBooks Online via Intuit’s OAuth 2.0-based API. Financial data flows into the reporting pipeline automatically, without anyone needing to export or copy it across.
03
AI-assisted agenda creation
Consultants no longer build agendas manually before each session. The system generates structured agendas based on the relevant inputs, reducing preparation time and keeping sessions consistent.
04
Transactional email system via SendGrid
Every email that goes to an end user goes through a properly configured delivery system. Account-level logic, custom behaviour built around the client’s requirements, and full automation mean nothing falls through the cracks and nothing needs to be sent by hand.
05
Custom ticket management
Built specifically for this client’s support and account handling needs. No off-the-shelf compromises, no workarounds, just functionality that matches how the team actually works.
06
Internal task management
The team now has one place to assign work, track progress, and see where things stand. The external tools and manual tracking are gone.
07
Reach reporting
Custom-built reporting that gives the team the visibility they need into reach and engagement, configured entirely around their workflow rather than a generic template.
Ready to bring your product to life?
Technologies and capabilities to build and scale
Technology stack
Services offered
Backend development
Built scalable Rails architecture background processing, workflow automation, seamless integrations for reporting systems
Frontend development
Developed structured, user-focused interfaces enabling workflow initiation, reporting visibility, and efficient interaction across all user roles
Testing
Validated end-to-end workflows, ensuring reliability across automated reporting, integrations, and system performance under real usage conditions
How we approached and executed the project
We analyzed the existing tool stack, identified manual dependencies, and evaluated inefficiencies. This clarified what needed building, replacing, and prioritizing to create a scalable, unified platform.
We established a solid backend foundation with worker infrastructure, background job processing, and a reliable Rails MVC structure to support automation and ensure stable application performance.
We integrated QuickBooks Online for financial data and implemented SendGrid as a transactional email system, replacing limited Gmail functionality with scalable, automated communication capabilities.
We built an automated reporting pipeline that retrieves QuickBooks data, processes it, generates summaries, and delivers reports, all triggered by the client without manual consultant involvement.
We developed tailored features including ticket management, task tracking, reach reporting, and account-level email handling, all aligned with the client’s workflows instead of generic tool limitations.
We introduced AI-powered agenda creation to reduce manual preparation, enabling consultants to generate structured session agendas quickly while improving consistency across all client engagements.
We conducted end-to-end testing across all layers, validated automated workflows and email delivery, and delivered a stable platform the client could confidently use from day one.
Designed around distinct user roles and their pain points
Admin
Core need
Centralised control over users, data, and platform configuration.
Biggest pain
Managing operations across multiple tools without unified visibility.
Continuous oversight, platform-wide usage
Consultant
Core need
Enter sessions with ready agendas, data, and reports.
Biggest pain
Manual data extraction, calculations, and report creation each session.
Session-driven, preparation-intensive
Client / End user
Core need
Trigger workflows and access reports without consultant dependency.
Biggest pain
No self-service, required manual follow-ups for reports and updates.
On-demand, trigger-based usage
Internal team member
Core need
Track tasks and monitor progress within a single system.
Biggest pain
Work scattered across tools, no clear visibility of progress.
Ongoing, task-driven operations
What impact did team Mallow deliver?
- Performance reporting workflow fully automated from initiation to final delivery
- End-to-end reporting process executes seamlessly without manual intervention
- All end-user communications delivered through a fully automated email pipeline
- Reduced consultant effort with structured, AI-driven agenda creation
- Eliminated manual data extraction, calculations, and report preparation
- Consolidated multiple tools into a single, unified platform
- Reduced operational costs by removing overlapping off-the-shelf tools
- Improved efficiency across consulting and internal team workflows
- Enabled a scalable, automation-ready backend architecture
- Established a reliable system aligned with real-world business operations
Explore more on what really goes into shaping our client's successful outcomes?
No two journeys here follow the same path. Each story captures a different starting point, set of constraints, and path to execution. As you explore our portfolio, you’ll see how priorities shifted, what trade-offs were made, and how decisions evolved in response to real-world challenges. It gives you a more complete view of what actually shapes outcomes, beyond just what gets built.
