01
The problem
A growing estate planning firm billed 1% of final estate value, a number that isn't confirmed until roughly six months into a 12 to 18 month engagement. Sales staff manually created invoices in QuickBooks after every client call, revenue recognition lived in Excel, and HubSpot wasn't connected to QuickBooks, so "Closed Won" was a manual step. Nothing triggered a mid-engagement invoice when the estate value was finally confirmed. At 1,000+ estates a year, the Excel process was set to break.
02
What Loopfour automated
| Phase | Timing | What happens |
|---|---|---|
| Order form signed | Day 0 | Contract detected in HubSpot, branded invoice generated, sales rep approves via Slack, invoice sent |
| Deposit collected | Days 1-14 | Stripe payment confirmed, HubSpot flipped to Closed Won, implementation team notified |
| Marshaling assets | ~Month 6 | Slack prompt to confirm estate value, mid-term invoice drafted, rev rec schedule updated |
| Final true-up | Month 12-18 | 1% of estate minus all payments, final invoice issued, revenue recognized, case closed |
Revenue recognition follows the engagement itself: deferred at a $9,000 minimum through month 3, flipping to unbilled as services are performed, re-amortized once the estate value is confirmed at month 6, and trued up with a final invoice for the delta at close.
03
Why it matters for controllers
A rev rec schedule that updates itself the moment new contract information arrives means finance stops chasing amendments after the fact.
Billing on a number that isn't confirmed until mid-contract?
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