From Admin Tool to $100K/MoM Revenue Engine: Designing Alto’s Billing & Operations System

As Alto grew, operations struggled to keep up with manual processes for bookings, payments, and caregiver vetting.

There was no unified system to track hours, issue invoices, process multiple payment types, or manage rates tied to Saskatchewan Health Authority (SHA) cheques. Without a scalable billing and operations platform, the business couldn’t sustain its expansion.

As Alto grew, operations struggled to keep up with manual processes for bookings, payments, and caregiver vetting.

There was no unified system to track hours, issue invoices, process multiple payment types, or manage rates tied to Saskatchewan Health Authority (SHA) cheques. Without a scalable billing and operations platform, the business couldn’t sustain its expansion.

I reimagined the internal admin system as a full-featured operations and billing platform. The first priority was to design workflows that directly impacted revenue:

Booking caregivers on behalf of careseekers to ensure matches were made quickly.
Adjusting hourly rates to align with what careseekers could afford, including custom amounts tied to SHA health spend cheques.
Managing availability, cancellations, and refunds to keep bookings accurate and prevent revenue leakage.

I reimagined the internal admin system as a full-featured operations and billing platform. The first priority was to design workflows that directly impacted revenue:

Booking caregivers on behalf of careseekers to ensure matches were made quickly.
Adjusting hourly rates to align with what careseekers could afford, including custom amounts tied to SHA health spend cheques.
Managing availability, cancellations, and refunds to keep bookings accurate and prevent revenue leakage.

Alongside these operational controls, I designed a flexible billing and invoicing system. It automatically calculated billed hours, applied the correct hourly rates, and generated itemized breakdowns across each pay period.

Invoices were sent directly to careseekers, who could make partial or full payments via credit card, cheque, or e-transfer. Operations staff retained control to review, adjust, and resolve disputes before invoices went out.

Every persona had a clear view of their side of the system: careseekers saw what they owed, caregivers saw their upcoming payouts, and staff tracked payments, bookings, and KPIs in real time. A consistent design system tied all these workflows together, ensuring complex processes were intuitive and scalable.

Alongside these operational controls, I designed a flexible billing and invoicing system. It automatically calculated billed hours, applied the correct hourly rates, and generated itemized breakdowns across each pay period.

Invoices were sent directly to careseekers, who could make partial or full payments via credit card, cheque, or e-transfer. Operations staff retained control to review, adjust, and resolve disputes before invoices went out.

Every persona had a clear view of their side of the system: careseekers saw what they owed, caregivers saw their upcoming payouts, and staff tracked payments, bookings, and KPIs in real time. A consistent design system tied all these workflows together, ensuring complex processes were intuitive and scalable.

By unifying billing and operations in one system, Alto unlocked scalable revenue growth. Operations could now directly manage the three most critical levers: bookings, hourly rates, and payments.

This flexibility not only improved efficiency but also allowed the company to tailor pricing to the real-world financial constraints of careseekers while keeping caregiver payouts accurate.

Automated invoicing and transparent billing records saved hours of manual work, reduced errors, and built trust among caregivers and families. At the same time, operational staff gained the tools to handle exceptions (adjusting rates, issuing refunds, and rescheduling care) all without disrupting revenue.

The result was a platform that balanced trust, accuracy, and flexibility, something many companies struggle to achieve in billing-heavy marketplaces.

By unifying billing and operations in one system, Alto unlocked scalable revenue growth. Operations could now directly manage the three most critical levers: bookings, hourly rates, and payments.

This flexibility not only improved efficiency but also allowed the company to tailor pricing to the real-world financial constraints of careseekers while keeping caregiver payouts accurate.

Automated invoicing and transparent billing records saved hours of manual work, reduced errors, and built trust among caregivers and families. At the same time, operational staff gained the tools to handle exceptions (adjusting rates, issuing refunds, and rescheduling care) all without disrupting revenue.

The result was a platform that balanced trust, accuracy, and flexibility, something many companies struggle to achieve in billing-heavy marketplaces.

In just months, a simple admin view evolved into a robust internal management platform that powered Alto’s growth.

With bookings, pricing, and billing tightly integrated, the system became responsible for 80% of monthly revenue, while giving staff and users confidence in its fairness and reliability.

By designing for clarity and scalability, I created the financial backbone that allowed Alto to operate efficiently and scale revenue sustainably.