Case study

SaaS platform for accounting firms and admin operations teams

We centralized daily operations, document-driven billing, and task management in a multi-client system with granular permissions.

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Executive summary

SaaS operations platform for accounting firms and administrative teams.
Multi-client project model: each client is managed as a standalone workspace with team, permissions, and isolated data.
Combines daily operations (invoices, work catalog, tasks, cost centers) with central admin controls (users, roles, access).

The context: accounting firms under SRI pressure

Accounting firms in Ecuador manage the tax obligations of dozens of clients at once: electronic invoicing, VAT filings, withholdings, and deadlines based on the ninth digit of the RUC. With real-time receipt transmission in force since 2026, the margin for error shrank and manual work stopped scaling. This platform was built to centralize that multi-client operation in one organized, traceable place.

Passwordless

Email OTP login + HttpOnly cookie session

RBAC

Global roles + resource-level authorization

Bulk Ops

Bulk invoice and catalog ingestion

Audit Trail

Full history of task-level changes

Implemented modules

Access and security

Passwordless login with email OTP.
HttpOnly cookie session with role-based control.
Global roles: ADMIN, MANAGER, ACCOUNTANT.
Resource-level authorization for projects, tasks, and invoices.
CORS strategy and isolated environments (development, staging, production).

Client/project management

Full CRUD for clients/projects in the admin panel.
Manager (lead) assignment per project.
Member onboarding/removal by email.
Detailed project view with summary, members, and operational modules.
Searchable and paginated listing.

Operational invoicing

Create, update, delete, and list invoices globally and per project.
Image/PDF attachments in private storage (Cloudflare R2).
Temporary signed URLs for secure attachment access.
Bulk upload: multiple files -> multiple invoices automatically.
Automatic invoice number extraction from PDFs.
Line/work item editing and multi cost-center assignment.

Work catalog

Hierarchical structure: category -> subcategory -> items.
Full admin CRUD.
Strict code validation across hierarchy levels.
Bulk item import from JSON with preview and error handling.
Read-only catalog for operational invoice loading.

Cost centers

Project-level CRUD with search, sorting, and pagination.
N:N association with invoices.
Integrity checks to enforce same-project relations.
Delete protection when a cost center is in use.

Project task management

Kanban board by status with drag-and-drop.
Automatic base status seeding on project creation.
Create, edit, reassign, and delete tasks.
Dates, estimates vs actual time, attachments, and detailed task views.
Auditable history for status, assignment, and key field changes.
Metrics dashboard: overdue, upcoming, aging, and top assignees.

Reminders and notifications

Project-level reminder settings (offsets, channels, recipients, timezone).
Task-level strategy: DEFAULT, CUSTOM, DISABLED.
Cron reminder jobs with email + in-app delivery and eventKey deduplication.
Notifications API: list, mark-as-read, and clear.

Frontend and UX

Two role-based experiences: /admin and /dashboard.
Frontend middleware with smart redirects and route protection.
Modern responsive UI (tables, dialogs, drawers, skeletons, toasts).
Maintainable architecture with domain-based hooks and services.

Results and impact

Multi-client

Each client with isolated data, team, and permissions

Bulk upload

Dozens of invoices processed in minutes

Audit trail

Full change history per task and invoice

Passwordless

Secure access with OTP and resource-level permissions

Product screenshots

Business differentiators

Enterprise-grade security and granular authorization model.
End-to-end document workflow with secure uploads and PDF parsing.
Task module with real traceability (history and auditing).
Bulk operations to scale administrative throughput.
Extensible architecture: modular Express + Prisma backend and decoupled Next.js frontend.

Resources on the SRI and electronic invoicing

Practical guides for companies and accounting firms operating in Ecuador.

Real-time transmission of receipts to the SRI in 2026

What changes, deadlines, and how to adapt your software.

Electronic invoicing in Ecuador 2026

Requirements, electronic signature, and authorized software.

Custom software development in Ecuador

How we work with companies and firms in Ecuador.

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