At Parquet, we specialize in solving complex business challenges with scalable, intuitive technology. One of our most impactful recent projects was designing and launching a system that allows a SaaS company to easily collect their customers’ software usage.
This initiative wasn’t just about operational efficiency — it had direct revenue implications. The VP of Sales recognized that inconsistent and inaccurate data from spreadsheets meant revenue was being left on the table. By implementing a streamlined, automated solution, the company unlocked reliable usage insights that drive accurate billing, stronger forecasting, and more confident revenue capture.
The Challenge
Our client had been collecting usage metrics manually through spreadsheets — a process that was error-prone, time-consuming, and difficult to scale. Customers needed a more transparent, straightforward way to report their usage, while internal teams wanted automation that tied usage data directly into Salesforce for billing, upsell, and churn-prevention activities.
Our Approach
We designed and implemented a Salesforce Experience Cloud site where customers can:
- Log in securely to submit usage metrics.
- See billing periods clearly displayed, so they always know which timeframe they’re reporting on.
- Track submissions over time through dynamic charts and dashboards.
Behind the scenes, we:
- Automated the creation of “usage opportunities” tied to each customer’s account.
- Built flexibility for different reporting and submission frequencies (monthly, quarterly, etc.).
- Migrated historic data from spreadsheets into Salesforce, ensuring continuity of insights.
- Enabled controls for edge cases, such as excluding inactive customers or handling “unlimited seat” models.
The Solution in Action
The system went live in phases:
- Phase 1 (MVP): Internal teams began replacing spreadsheets with Salesforce-driven submissions.
- Phase 2: Customers gained direct access to the portal, with added features like charts showing historical trends.
- Automation Enhancements: Usage opportunities now generate automatically, but admins can pause the flow if needed. Email alerts are sent atomically to customers, reminding them to submit their usage metrics based on their reporting frequency.
The Results
- Efficiency: Manual spreadsheets are gone, saving countless hours.
- Data Accuracy: Usage submissions tie directly to billing and forecasting processes.
- Customer Transparency: Clients can track their own metrics, improving trust and reducing disputes.
- Scalability: The system is built to handle growth, with configurable settings for new business models.
- Revenue Impact: For the VP of Sales, this project was game-changing. Under the old spreadsheet-based process, inconsistent and inaccurate data meant revenue was often left on the table. With the new system, the sales team now has reliable, timely insights into customer usage — enabling them to capture revenue that would otherwise have been missed.
Why It Matters
This project transformed a critical but clunky process into a streamlined, customer-friendly experience. For our client, it unlocked cleaner data, faster insights, and stronger customer relationships. For their customers, it delivered clarity and control over their usage reporting.
Reach out to discuss how we can transform your sales and operations by implementing custom solutions on the Salesforce platform.
Roy Wimer
