FicAition
“AI agency back office, automated end to end.”
- Industry
- AI & Technology
- Company Size
- 6 employees
- Package
- Starter (1,999)
- Timeline
- 4 weeks
The chaos.
FicAition was struggling with:
- 01Client retainers and one off engagements tracked across 3 spreadsheets and a Notion board
- 02AI infrastructure costs (compute, model usage, API spend) charged to clients but reconciled manually
- 03Recurring monthly invoices for retainers had to be created by hand
- 04Time and material billing for custom builds had no system
- 05Cash flow forecast lived in the founder's head
The implementation.
OSForBiz implemented ERPNext Starter with focus on subscription billing, project profitability, and AI infrastructure cost tracking. A custom expense category structure routes API and compute costs to the right client engagement automatically.
- +CRM & Pipeline
- +Subscription Billing (retainers)
- +Project Time Tracking
- +Accounting
- +Email integration
- +Google Workspace
- +Custom expense routing for AI infra costs
- +Retainer renewal date. Auto generate monthly invoice on the 1st
- +AI infra invoice received. Auto split by client tag. Auto charge to project cost
- +Time logged on a project. Auto bill or auto draw from retainer hours
- +Client engagement closed. Auto calculate true profit (revenue minus salary cost minus infra cost)
The numbers.
Monthly invoice generation
3 hours/month → 10 min/month
Automated
AI infra cost reconciliation
4 hours/month → 20 min/month
92% reduction
Project profitability check
Never done → On engagement close
New capability
Infra cost charged back
~70% captured → 100% captured
Retainer invoice on time
85% → 100%
Time tracked per project
60% → 95%
- +Recovered ~1,500/month previously absorbed in unbilled AI infra costs
- +Caught 2 unprofitable engagements that would have continued for 6+ months
- +Reduced finance admin from 8 hours/week to 1 hour/week
Investment
1,999 (Starter Package setup)
Annual Value
32,000 (recovered infra + admin time + better engagement decisions)
Payback
3 weeks
ROI
1,500% Year 1
“We sell automation while running our books on spreadsheets. The mismatch was obvious. OSForBiz set up ERPNext Starter in 4 weeks with a custom routing layer that pushes our AI infrastructure costs (OpenAI, Anthropic, compute) into each client engagement. We can finally see which clients are profitable after their compute bill is paid. Two were net negative. Pricing adjusted within the month.”
FicAition · Founder
The full comparison.
| Metric | Before | After |
|---|---|---|
| Monthly Invoicing | 3 hours/month | 10 min/month |
| AI Infra Reconciliation | 4 hours/month | 20 min/month |
| Profitability Visibility | None | Per engagement |
| Infra Cost Captured | ~70% | 100% |
| Finance Admin | 8 hours/week | 1 hour/week |
| Systems Used | Spreadsheets + Notion | 1 ERPNext |
Ready for similar results?
FicAition is running on OSForBiz. Yours can too.
Book a 15 minute call. We will show you exactly how OSForBiz can eliminate your chaos.
Or call +971 50 166 2441