Invoice & Payables Management Platform
Custom-built for a pharmaceutical distributor.
A bespoke web application that replaced spreadsheets and manual tracking — giving a pharmaceutical distribution business full control over supplier invoices, payment deadlines, and cash-flow visibility. It then evolved into a multi-tenant SaaS platform that other companies can subscribe to.
The challenge
Tight margins, strict terms, high invoice volume
Pharmaceutical distributors operate on thin margins and strict supplier payment terms while processing a high volume of incoming invoices, credit notes, and debit notes. For the client, the day-to-day reality was:
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Payment deadlines slipping through the cracks
A missed due date strains supplier relationships and, in pharma, can disrupt the medicine supply chain.
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No single source of truth
Invoice data lived across spreadsheets and email, with no reliable view of what was owed, overdue, or already paid.
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Partial payments were hard to track
A single invoice is often paid in instalments, and reconciling that manually is slow and error-prone.
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No accountability trail
In a regulated industry, "who changed what and when" genuinely matters.
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Bulgarian accounting specifics
Reverse-charge VAT, credit/debit notes, EUR handling, and local date/number formatting that generic tools handle poorly.
What I built
A platform modelled on how a pharma distributor actually works
A tailored, Bulgarian-language platform that models the real workflow — not a generic accounting tool bent to fit.
Invoice & document register
- Full lifecycle tracking for invoices, credit notes, and debit notes — the document types that actually occur in pharmaceutical trade (returns, rebates, discounts).
- Scanned invoice / PDF attachments stored securely against each record.
- Reverse-charge VAT support and multi-currency (EUR-ready).
Payments & cash-flow control
- Full payment history per invoice, including partial instalments.
- Automatic status derivation — unpaid, partially paid, paid, overdue, overpaid — always calculated from real payments, never entered by hand.
- Record a payment directly from the invoice list for a fast daily workflow.
Deadline management & reminders
- A live dashboard surfacing what's unpaid, overdue, due within 7/14 days, and paid this month — at a glance.
- Automated email reminders for upcoming and overdue due dates, sent on a schedule so nothing is forgotten.
Suppliers & organisation
- Contractor directory with fast autocomplete, EIK (company ID), IBAN, and contacts.
- Custom categories, powerful filtering, and one-click Excel export for accounting.
Roles, permissions & audit
- Role-based access (administrators vs. employees) with invoice-level ownership.
- A complete audit log recording every change — who, what, when — for compliance and accountability.
Security, built in — not bolted on
- Custom authentication with signed session tokens, hardened password hashing (bcrypt), and CSRF protection.
- Rate limiting on login and registration to resist brute-force and automated abuse.
- Email verification on sign-up, so only real, confirmed accounts gain access.
- Defense-in-depth authorization checked on every request, resilient to known framework auth-bypass vulnerabilities.
From custom tool to product
Extended into a multi-tenant SaaS platform
What started as a single-company application became a repeatable product that other distributors and SMEs with the same pain points can subscribe to.
Strict tenant isolation
Every company's data is walled off at the data-access layer, so no tenant can ever see another's invoices.
Self-service onboarding
A company signs up, gets its own isolated workspace instantly, and starts on a trial.
Per-tenant branding
Each customer applies its own logo and colour scheme across the interface.
Technology
The stack
Built on a modern, type-safe stack and fully localised for Bulgarian
business — dd.mm.yyyy dates, comma decimals, and EUR.
The outcome
Real-time visibility, zero missed deadlines, full accountability
A purpose-built system that gives a pharmaceutical distributor real-time visibility over its payables, eliminates missed payment deadlines, and enforces accountability through a full audit trail — and now serves as the foundation of a subscription SaaS product.
Have a project like this?
If you need a custom platform built with the same care, let's talk about it.